Preventative Maintence Contracts Manager

The PM Contract Manager is responsible for overseeing the financial performance, administration, and overall effectiveness of the company's HVAC Preventive Maintenance (PM) Contract Program. This position ensures contracts are accurately maintained, profitable, properly executed, and renewed on time.

The PM Contract Manager works closely with Service Management, Sales, Finance, and Field Operations to identify opportunities for improvement, resolve contract issues, and ensure customer commitments are met.

Essential Responsibilities

1. Contract Management & Profitability

• Monitor PM contract profitability, including labor hours, material costs, and gross margins.

• Review actual costs against contract budgets and identify opportunities to improve profitability.

• Evaluate contract performance and recommend adjustments to pricing, scope, and labor budgets.

• Ensure new and existing contracts are accurately established and maintained in company systems.

2. Contract Renewals & Modifications

• Manage contract renewals, ensuring timely reviews, pricing adjustments, and customer communication.

• Review contract performance before recommending renewal pricing.

• Oversee contract modifications, including equipment additions, removals, and service changes.

• Ensure approved changes are properly documented and updated in company systems.

3. Preventive Maintenance Operations

• Coordinate with Service Management to ensure PM contracts are properly transitioned from Sales to Service.

• Monitor PM completion, overdue maintenance, and recurring operational concerns.

• Identify contract discrepancies and work with appropriate departments to resolve issues.

• Conduct periodic contract audits to ensure accuracy and compliance with contract requirements.

4. PM Administrator Supervision

• Supervise the PM Administrator, including assigning work, establishing priorities, and monitoring performance.

• Ensure contract records, billing information, work orders, and customer documentation are accurate and maintained.

• Oversee the process for converting technician repair and replacement recommendations into documented quotes.

• Provide training, coaching, and guidance to improve administrative efficiency and accountability.

5. Reporting & Process Improvement

• Prepare and review reports on contract profitability, renewals, PM completion, and outstanding issues.

• Track key performance indicators and communicate results to leadership.

• Identify opportunities to improve processes, reduce administrative errors, and increase operational efficiency.

• Collaborate with Sales, Service, and Finance to support customer satisfaction and long-term contract profitability.