Maintenance Service Contract Administrator

Position Summary

Beacon Hill is seeking a Maintenance Service Contract Administrator to serve as the operational backbone of the Maintenance Service Agreement (MSA) lifecycle. This role owns intake, scheduling execution, customer communication, and field readiness to ensure a seamless, high‑touch service experience.

The Maintenance Service Contract Administrator acts as the central liaison between sales, account management, field technicians, and customers-coordinating schedules, managing expectations, and keeping all parties aligned. This role requires strong communication skills, calm decision‑making, and the ability to manage shifting priorities while maintaining a positive, service‑oriented approach.

Position Details

Job Type: Full-time, Contract‑to‑Perm
Pay Rate: $22 per hour
Schedule: Monday-Friday | 7:00 AM-4:00 PM (1‑hour unpaid lunch)
Work Arrangement: Onsite
Start Date: After interview

Key Responsibilities

Service Contract & Scheduling Coordination

• Receive and review Maintenance Service Agreement information from sales during weekly meetings
• Coordinate site surveys, customer forms, and service documentation
• Enter and maintain all service data within BuildOps
• Serve as the primary office contact for customers throughout the service lifecycle

Customer Communication & Experience

• Send introductory emails outlining service expectations and scheduling process
• Communicate schedule confirmations, changes, and updates proactively
• Contact customers prior to technician arrival and remain available for questions
• Follow up after service visits to confirm satisfaction and address additional needs
• Send invoices and customer satisfaction survey links upon completion

Field & Office Alignment

• Ensure all service information is accurate and available to field technicians prior to visits
• Coordinate with Account Managers and field teams to adjust schedules as priorities shift
• Manage urgent service needs while maintaining professionalism and clear communication
• Act as the central point of coordination-balancing customer needs with field capacity

Operational Oversight

• Monitor open service work and ensure timely execution and closeout
• Maintain consistent documentation and communication standards
• Support billing accuracy and service tracking

Systems & Tools

• BuildOps
• Microsoft Office (Outlook, Excel, Word)

Qualifications

• Prior experience in service coordination, dispatch, contract administration, or operations support
• Experience in HVAC, plumbing, or commercial service environments strongly preferred
• Strong customer communication skills and professional phone/email presence
• Ability to manage changing priorities and time‑sensitive requests
• Organized, detail‑oriented, and accountable
• Calm, solutions‑focused approach when handling urgent service needs
• Comfortable working closely with customers and field teams

What This Role Offers

• Stable contract‑to‑perm opportunity
• Predictable weekday schedule with no nights or weekends
• High‑ownership role with direct customer and field interaction
• Opportunity to grow with a company in expansion mode
• Hands‑on involvement in service operations and customer experience

If you enjoy coordinating service operations, communicating with customers, and keeping moving parts aligned, apply today.