Service Contract Administrator

Position Overview

The Pool Keepers is seeking a Service Contract Administrator to manage the administrative lifecycle of residential and commercial pool service agreements. This position supports contract setup, customer account maintenance, renewals, service coordination, billing administration, and communication with customers and field service teams.

The ideal candidate is highly organized, detail-oriented, and comfortable managing recurring service agreements, customer records, schedules, invoices, and contract documentation while maintaining a professional customer experience.

Key Responsibilities

Service Contract Administration

• Prepare, process, and maintain pool service agreements and related documentation.
• Set up new service contracts and customer accounts accurately.
• Maintain current contract terms, service frequencies, pricing, and account information.
• Track contract start dates, expiration dates, renewals, amendments, and cancellations.
• Ensure contract records are organized and readily accessible.
• Update agreements when approved changes are made.

Customer Account Management

• Maintain accurate customer and property information.
• Respond to questions regarding service agreements, account details, renewal dates, and service terms.
• Assist customers with contract changes, service adjustments, and account updates.
• Document customer communications and requests.
• Escalate complex service or contractual concerns to management.

Renewals & Retention

• Monitor upcoming contract expiration and renewal dates.
• Initiate renewal communications with customers according to company procedures.
• Prepare renewal documentation and updated service information.
• Track renewal status and follow up on outstanding decisions.
• Maintain accurate records of renewed, pending, modified, and canceled agreements.
• Support customer-retention efforts through timely and professional communication.

Scheduling & Service Coordination

• Coordinate contract-related service requirements with scheduling and field teams.
• Ensure recurring service schedules correspond with active customer agreements.
• Communicate approved service changes to appropriate personnel.
• Assist with resolving scheduling issues that affect contracted services.
• Monitor changes to service frequency, property requirements, or account status.

Billing & Invoice Support

• Review contract information for billing accuracy.
• Coordinate with accounting regarding recurring service charges, pricing changes, credits, and account adjustments.
• Assist with identifying discrepancies between contract terms and billing records.
• Maintain documentation supporting approved pricing or service changes.
• Help ensure customer accounts reflect current contract information.

Contract Tracking & Documentation

• Maintain contract databases, spreadsheets, and administrative tracking systems.
• Monitor key contract milestones and outstanding administrative tasks.
• Organize signed agreements, amendments, renewals, and related correspondence.
• Maintain accurate digital records.
• Prepare routine contract-status reports for management.

Vendor & Commercial Account Support

• Assist with administrative requirements for commercial properties and larger service accounts.
• Coordinate contract documentation with property managers, businesses, or authorized customer representatives.
• Track service agreement requirements and account-specific documentation.
• Help ensure commercial account records remain current.

Field Team Coordination

• Communicate contract changes and customer requests to service technicians and supervisors.
• Provide field personnel with relevant account and service information.
• Help resolve discrepancies between contracted services and field-service records.
• Maintain communication between administrative and operations teams.

Quality Control & Process Improvement

• Review contract records for missing or inconsistent information.
• Identify recurring administrative issues and recommend improvements.
• Help develop standardized contract-administration procedures and checklists.
• Improve tracking of renewals, amendments, and cancellations.
• Support initiatives designed to improve contract accuracy and customer service.

Compliance & Confidentiality

• Maintain confidentiality of customer, property, financial, and contractual information.
• Follow company procedures for contract approval, documentation, and record retention.
• Ensure only authorized personnel approve material contract changes.
• Maintain accurate documentation for internal review and audit purposes.

Qualifications

Required

• 1+ year of experience in contract administration, customer service, office administration, property services, or a related field.
• Strong organizational and administrative skills.
• Excellent verbal and written communication.
• Strong attention to detail and accuracy.
• Ability to manage multiple contracts, accounts, and deadlines.
• Proficiency with computers, email, spreadsheets, and customer-management or scheduling software.
• Ability to maintain accurate records and follow established procedures.
• Professional and customer-focused communication style.

Preferred

• Experience with recurring service contracts or subscription-based services.
• Experience in pool service, landscaping, property maintenance, HVAC, pest control, or another field-service industry.
• Familiarity with service scheduling and dispatch operations.
• Experience with contract renewals and customer retention.
• Experience with invoicing or accounts-receivable support.
• Familiarity with CRM, field-service management, or contract-management software.

Core Competencies

• Contract Administration
• Service Agreement Management
• Customer Account Management
• Contract Renewals
• Scheduling Coordination
• Billing Support
• Documentation Management
• Customer Communication
• Recordkeeping
• Data Accuracy
• Organization & Follow-Up
• Problem Resolution
• Confidentiality
• Process Improvement

Pay: $52,473.49 - $63,193.88 per year

Benefits:

• 401(k)
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance

Work Location: Remote