Contracts Administrator

HorseShoe Beverage Company; Village of Colonie (NY); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health insurance

401K

Paid holidays and vacation

Job summary

Repeat Business Systems in Albany area is seeking a Billing Contract Specialist to maintain contract administration, billing accuracy, and equipment records. This role supports the full contract lifecycle from setup through renewals and relocations, working with Sales, Service, and Accounting to ensure correct terms and timely invoicing.

The ideal candidate will be highly organized, detail-oriented, and proficient with Excel and Microsoft Office, with strong communication skills and a

Qualifications

• High school diploma or equivalent required; associate degree preferred in business or related field.
• Two or more years in billing, contract administration, accounts receivable, or related role preferred.
• Experience in copier/imaging or managed print industries preferred.
• Understanding of recurring billing and contract invoicing.
• Strong detail orientation and data accuracy.

Responsibilities

• Enter, activate, maintain, and update contracts for maintenance, managed print, equipment, and supplies.
• Verify contract details including billing, service location, equipment, pricing, and terms.
• Process renewals, amendments, extensions, upgrades, and cancellations.
• Monitor start dates, expiration dates, renewal windows, and price increases.
• Document contract changes and approvals with supporting records.
• Coordinate with Sales and Operations to resolve incomplete information or pricing discrepancies.
• Prepare and process recurring billing for leases, service agreements, and other services.
• Process meter-based billing using actual or submitted meter readings.
• Review billing for multiple meter types and ensure correct rates and minimums.
• Identify discrepancies, missing meters, or billing interruptions.
• Prepare invoices, credits, rebills, and contract corrections as required.
• Assist with month-end, quarter-end, and year-end billing close.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

Excel proficiency

Billing knowledge

Contract administration

Customer service

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office

Excel

Job description

• Base Pay $50,000.00 - $60,000.00 / Year
• Job Category Service

Contact information

• Name Kim Chrimes
• Phone [phone] x403
• Email [e-mail]

Description

Repeat Business Systems is a vibrant and growing technology leader focused on service, integrity, and true partnership. We are looking for a friendly, outgoing team member to maintain our contract implementation for accurate and timely administration, maintenance, and billing of customer agreements for imaging/copier, mail and managed print contracts for both branches (Albany and Westmoreland). We offer an excellent starting salary, full benefit package including health insurance, 401K, paid holidays and vacation time, and fun monthly activities.

The role ensures that customer contracts accurately reflect service coverage, meter rates, supply provisions, billing terms, minimum volumes, overage charges, and other contractual requirements. The Billing Contract Specialist works closely with Sales, Service, Field Technicians, Customer Care and Accounting to support the complete contract lifecycle—from initial setup and equipment installation through modifications, renewals, relocations, upgrades, replacements, and termination.

The ideal candidate is highly organized, detail-oriented, analytical, and comfortable working with equipment records, serial numbers, meter readings, service histories, customer locations, contract terms, and technology-based billing systems.

Essential Duties and Responsibilities

• Enter, activate, maintain, and update maintenance, managed print, equipment, and supply contracts.
• Verify contract details, including customer information, billing address, service location, equipment type, manufacturer, model, serial number, asset number, installation date, coverage level, term, renewal date, pricing, meter rates, minimum volumes, and billing frequency.
• Process new contracts, renewals, amendments, extensions, upgrades, equipment replacements, transfers, relocations, suspensions, and cancellations.
• Monitor contract start dates, expiration dates, renewal windows, notice periods, and scheduled price increases.
• Maintain complete documentation of contract changes, approvals, customer communications, and supporting records.
• Confirm that contract terms are properly applied when equipment is added to or removed from a customer's fleet.
• Coordinate with Sales and Operations to resolve incomplete order information, pricing discrepancies, or conflicting contract terms.

Imaging and Copier Contract Management

• Maintain accurate records for multifunction copiers, printers, production systems, scanners, fax devices, and other managed imaging equipment.
• Confirm whether equipment is covered under full-service, parts-and-labor, annual maintenance, cost-per-copy, managed print, or other service arrangements.
• Ensure billing is discontinued, adjusted, or transferred when equipment is removed, replaced, or moved between customer locations.
• Research discrepancies between equipment records, service-management systems, meter-reading platforms, customer contracts, and billing records.
• Prepare and process recurring billing for equipment leases, service agreements, managed print programs, maintenance contracts, mailing agreements and other related services.
• Process meter-based billing using actual, estimated, automated, or manually submitted meter readings, as applicable.
• Review billing for equipment that has multiple meter types, including black-and-white, color, large-format, production, scan, or specialty meters.
• Validate that billing rates and minimums are applied to the correct equipment and billing period.
• Identify accounts with missing meters, inactive devices, unusually high or low usage, duplicate equipment, or billing interruptions.
• Prepare invoices, billing adjustments, credits, rebills, prorated charges, and contract corrections in accordance with company policies and approval requirements.
• Research and resolve billing discrepancies involving equipment changes, incorrect rates, missed meter readings, contract activation dates, service coverage, or billing-period changes.
• Coordinate with Accounting regarding credits, write-offs, account balances, unapplied payments, disputed invoices, and other billing-related matters.
• Assist with month-end, quarter-end, and year-end billing close processes and reports.

Qualifications

• High school diploma or equivalent required; associate degree or relevant coursework in business, accounting, finance, information systems, or office administration preferred.
• Two or more years of experience in billing, contract administration, accounts receivable, customer service, equipment administration, or a related administrative role preferred.
• Experience in the copier, imaging, managed print, document technology, office equipment, technology services, or equipment-leasing industry preferred.
• Understanding of recurring billing, service agreements, meter-based billing, equipment records, or contract-based invoicing.
• Strong attention to detail and commitment to billing and data accuracy.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to analyze customer accounts, equipment records, meter data, and billing transactions to identify discrepancies.
• Proficiency with Microsoft Office, particularly Excel.
• Ability to manage recurring deadlines and maintain accuracy in a high-volume billing environment.

Equal Employment Opportunity Statement

Repeat Business Systems is an equal opportunity employer and is committed to providing equal employment opportunities to all qualified individuals in accordance with applicable federal, state, and local laws.