Service Agreement Coordinator

About the role

The Service Agreement Coordinator administers commercial maintenance agreements from proposal and setup through scheduling, billing, renewal, and reporting. The role keeps customer, site, equipment, task, price, and contract information accurate and supports a reliable customer experience. This position reports to the Service Customer Experience Team Manager.

Responsibilities

• Set up new and renewed agreements, sites, equipment, tasks, frequencies, pricing, billing schedules, contacts, purchase orders, and special instructions.
• Review executed agreements for scope, exclusions, escalation, renewal, cancellation, billing, and documentation requirements.
• Coordinate planned-maintenance schedules, seasonal tasking, access, customer notifications, technician requirements, and completion follow-up.
• Prepare renewal information, approved pricing updates, proposal documents, equipment lists, and customer communications.
• Reconcile agreement billing, deferred revenue, completed and remaining visits, missed tasks, credits, and system exceptions.
• Maintain accurate contract, customer, site, equipment, and contact records in CRM, service, and accounting systems.
• Track renewals, retention, visits due, schedule completion, billing, and agreement performance and escalate risks promptly.
• Coordinate with account managers, dispatch, technicians, service managers, billing, and customers to resolve issues.
• Perform other duties as assigned.

Requirements

• At least 3 years of contract administration, service coordination, maintenance scheduling, billing, customer service, or closely related experience.
• Ability to interpret agreement scope, frequency, pricing, billing, and renewal requirements accurately.
• Strong organization, attention to detail, professional communication, and deadline management.
• Proficiency with Microsoft Office and CRM, field-service, contract, or ERP systems.
• Ability to manage a high volume of recurring commitments and detailed records.

Qualifications

• Commercial HVAC, plumbing, controls, facilities, or service-agreement experience.
• Associate or bachelor's degree in business, accounting, communications, or a related field.
• Experience with Power BI, customer portals, pricing tools, and agreement-renewal reporting.

Benefits

• Exceptional health, dental, and vision insurance.
• Paid Employee-Only Medical Coverage.
• In-house and manufacturer-led training and leadership development.
• Long-term career growth into operations, sales, technical, and/or leadership roles.
• Comprehensive benefits package and employer-sponsored professional memberships.
• 401(k) match, PTO, holiday pay, and more.
• Eligibility for the annual incentive program based on role and plan terms.

Working Conditions

Work is performed primarily in a professional office environment. The employee regularly uses a computer, telephone, and standard office equipment and may sit or stand for extended periods. The role requires frequent communication, close visual work, and occasional movement of office materials weighing up to 15 pounds.