Service Agreement / Billing Support Coordinator

Internal Title: Planned Maintenance Agreement Admin

Location / Territory: Bensalem, PA; in-office, supporting residential and commercial accounts across Bucks, Montgomery, and Philadelphia-area territory.

About the Company

Custom Aire Inc. is a family-owned HVAC company based in Bensalem serving Bucks, Montgomery, and Philadelphia counties. The company highlights more than 55 years of service, a focus on heating, cooling, indoor air quality, maintenance, and dependable support for homes and businesses.

Its website emphasizes integrity, long-term customer relationships, clear communication, emergency responsiveness, and certified technicians.

Role Summary

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.

Key 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

Required Qualifications

• 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

Preferred Qualifications

• 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

Why Join

• Family-owned company with more than 55 years in the market
• Year-round work and an established customer base
• Strong commission upside: $20–$25/hour base plus commission on closed contracts, with top performers earning $52,000+ annually in commission alone
• Benefits package including 401(k), medical, dental, life, and disability per client discussion
• Opportunity to help shape the next phase of company growth
• Supportive team environment