Maintenance Agreement Coordinator — Billing & Sales Support

Socket.dev; Bensalem Township (Bucks County); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

401(k) plan

Medical insurance

Dental insurance

Life insurance

Disability insurance

Commission on contracts

Job summary

Custom Aire Inc. in Bensalem, PA, is seeking a Service Agreement / Billing Support Coordinator to organize, produce, and manage planned maintenance agreements for residential and commercial customers.

This role requires detail orientation, comfort with high-volume contracts and deadlines, and proactive outreach to convert leads into signed agreements, while supporting billing, invoicing, and claim processing across Housecall Pro and QuickBooks.

Qualifications

• Proficiency in Housecall Pro or ability to learn quickly.
• Strong Excel skills for 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.

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.

Skills

Housecall Pro

Excel

Organization skills

Attention to detail

Contract management

Customer outreach

Communication skills

Tools

QuickBooks

Job description

Custom Aire Inc. in Bensalem, PA, is seeking a Service Agreement / Billing Support Coordinator to organize, produce, and manage planned maintenance agreements for residential and commercial customers.

This role requires detail orientation, comfort with high-volume contracts and deadlines, and proactive outreach to convert leads into signed agreements, while supporting billing, invoicing, and claim processing across Housecall Pro and QuickBooks.