Job Description

The Service Contracts Coordinator will play a key support role within the Sales Department, assuming ownership of pricing management, bid coordination, and administrative tasks that support customer engagement and operational efficiency. This individual will work closely with the Sales Manager, inside sales, outside sales, IT, and contracts administration teams to maintain accurate pricing models, manage bid packages, and ensure contract compliance across a diverse customer base. This position requires strong attention to detail, advanced Excel skills, and the ability to coordinate cross-functional inputs under tight deadlines.

Essential Duties

Rate Sheet Management:

• Maintain and update rate sheets for several hundred customers with varying pricing agreements and renewal timelines (annual, bi-annual, etc.).
• Coordinate pricing changes including craft code updates, rate escalations, and creation of new codes as needed.
• Use complex Excel functions (INDEX, MATCH, LOOKUPs, etc.) to build and maintain pricing models compatible with our business system.
• Collaborate with the Sales Manager and customer contacts (purchasing and management) to communicate and negotiate pricing changes, even when pre-authorized by contract.
• Interface with Inside Sales and IT to ensure timely and accurate upload of approved rate sheets into the business system.

Bid Package Coordination:

• Review and respond to complex bid packages, often requiring cross-departmental coordination (safety, operations, engineering, etc.).
• Gather relevant documentation on company safety performance, incident history, and technical capabilities.
• Ensure all necessary forms, certifications, and qualifications are included in bid submissions.
• Track bid deadlines and submission requirements to ensure compliance and timely responses.

Pricing Agreement Oversight:

• Maintain a SharePoint repository of all customer pricing agreements, ensuring it is up-to-date and accurately reflects current contractual terms.
• Monitor expiration timelines and flag upcoming renewals or renegotiation opportunities.

Administrative & Ancillary Duties:

• Assist in maintaining daily time entry records for select customers through their time-tracking portals.
• Upload and maintain rate information in customer-specific rate portals.
• Support data entry, tracking logs, and general administrative tasks as needed.
• Work closely with the Contracts Administrator to ensure alignment between pricing, bid responses, and contractual commitments.

Internal Collaboration:

• Serve as a liaison between Sales, Contracts, IT, and Business Unit Leaders to streamline bid responses and pricing workflows.
• Provide backup support to Inside Sales and Sales Manager during high-volume periods or critical deadlines.
• This job is demanding in terms of knowledge skills, commitment, and all other job-related qualifications. Urgency and pressure for prompt, accurate results are routine. Multi-tasking and the ability to handle and manage interruptions is expected.
• Regular and predictable attendance is essential for this position.

The above list of duties and responsibilities does not constitute the entire list and the list can be changed, when necessary, at the discretion of management when business needs, customer demands, and other industry or job-related circumstances arise.

Education and/or Work Experience

• Min high school or equivalent; college preferred
• Three to five years’ experience in both management and technical positions in machining and assembly operations.
• Advanced Microsoft Excel proficiency (must understand and apply advanced functions, formulas, and modeling techniques).
• Strong organizational skills with the ability to manage multiple deadlines and projects simultaneously.
• Excellent written and verbal communication skills.
• Comfort working with cross-functional teams and directly interfacing with customers.
• Ability to read and interpret complex documents including contracts, bid packages, and technical forms.
• Familiarity with SharePoint, CRM (Salesforce), ERP systems (or other business systems) preferred.

Travel

Between branch offices and occasional customer sites

PLEASE NOTE: John H Carter Company is not accepting unsolicited assistance from search firms/employment agencies for this employment opportunity. Please, no phone calls or emails to any employee of John H Carter Company about this opening. All resumes submitted by search firms/employment agencies to any employee at John H Carter Company via-email, the Internet or in any form and/or method without a valid and executed search firm agreement in place for this position will be deemed the sole property of John H Carter Company; no fee will be paid in the event a candidate is hired by John H Carter Company as a result of the unsolicited referral or through other means.

If you wish to become an approved agency to assist us in our employment efforts, please submit your request to careers@johnhcarter.com.

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