Maintenance Agreements & Billing Coordinator (HVAC)

Abstrakt Marketing Group; Bensalem Township (Bucks County); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

401(k)

Medical insurance

Dental coverage

Life insurance

Disability insurance

Commission on closed 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.

The role requires detail orientation, ability to handle a high volume of contracts, and proactive outreach to convert leads into signed agreements, supporting billing, renewals, claims, and reporting.

Qualifications

• Experience with service contracts, billing/invoicing, or warranty claims processing.
• Proficiency with Housecall Pro or demonstrated ability to learn quickly.
• Strong Excel skills for data organization, formulas, reporting.

Responsibilities

• Create and manage planned maintenance agreements for residential and commercial clients.
• Maintain accurate records of active, pending, and expiring agreements.
• Track status from proposal to signed contract and renewal.
• Coordinate with sales and service teams to confirm terms, pricing, and scheduling.
• Proactively contact customers to upsell and convert leads into signed contracts.
• Manage renewals and follow-ups on expiring agreements.
• Support billing and invoicing tied to maintenance agreements.
• Maintain data synchronicity between Housecall Pro and QuickBooks.
• Generate reports on volume, closed contracts, and pipeline status.

Skills

Housecall Pro

Excel

Attention to detail

Contract management

Customer outreach

Communication

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.

The role requires detail orientation, ability to handle a high volume of contracts, and proactive outreach to convert leads into signed agreements, supporting billing, renewals, claims, and reporting.