Service Agreement / Billing Support Coordinator

Abstrakt Marketing Group LLC•Bensalem Township, PA

2d•$20 - $25•Onsite

About The Position

Custom Aire is hiring a Service Agreement / Billing Support Coordinator to organize, produce, and manage planned maintenance agreements for residential and commercial customers. This person must be detail-oriented, comfortable managing a high volume of contracts and deadlines, and effective at proactively converting leads into signed, closed agreements. The right hire will keep the maintenance agreement pipeline accurate and moving from proposal through renewal, while supporting the billing and claims side of agreement administration.

Requirements

Proficiency in Housecall Pro, or strong aptitude to learn quickly
Strong Excel skills, including data organization, formulas, tracking, and reporting
Excellent organizational skills and high attention to detail
Comfortable managing a high volume of contracts and deadlines simultaneously
Comfortable with proactive customer outreach and closing sales for maintenance agreements
Strong written and verbal communication skills, including comfort handling customer billing questions
Ability to pass a background check and drug screen

Nice To Haves

Familiarity with QuickBooks or similar accounting/invoicing software
Prior experience in HVAC, home services, or a related trades industry
Prior experience with maintenance agreements, service contracts, billing/invoicing, or warranty claims processing
Strong upsell/service-sales track record
Familiarity with the Philadelphia-area service territory

Responsibilities

Create, organize, and process planned maintenance agreements for both residential and commercial customers
Maintain accurate, up-to-date records of active, pending, and expiring agreements
Track agreement status from proposal through signed contract and closing
Coordinate with sales and service teams to ensure contract terms, pricing, and scheduling details are correct
Proactively contact customers to promote new maintenance agreements and convert leads into signed, closed contracts
Manage renewals and follow up on expiring or lapsed agreements
Process warranty claims and track reimbursements related to service agreements
Support billing and invoicing tied to maintenance agreements, ensuring accurate charges and timely processing
Maintain accurate records across Housecall Pro and QuickBooks, ensuring agreement and billing data stays in sync
Handle customer communications related to agreement terms, renewals, billing questions, and claims status
Generate reports on agreement volume, closed contracts, and pipeline status
Identify and resolve discrepancies in agreement and billing records
Support administrative needs related to contract documentation and filing