What are the responsibilities and job description for the Contract Administrator position at Keller Fire & Safety, Inc.?
Job Summary
Responsible for administering service agreements and work orders, including setup, documentation, and billing. Works directly with customers to provide accurate responses and resolve billing issues. Supports profitability by monitoring receivables and managing collections.
Responsibilities
1. Customer & Sales Support
· Handle service work orders and related paperwork promptly.
· Coordinate with Sales and Service Managers on service terms and requirements.
· Resolve customer billing questions, disputes, and clarifications.
2. Work Order & Contract Management
· Review service agreements and work orders for completeness and accuracy.
· Enter and update work orders in the system with correct labor, materials, and pricing.
· Track service contract expirations and renewals; obtain customer authorizations.
· Maintain files for service contracts, work orders, and compliance documents (permits, exemption certificates, insurance, bonds, certified payroll, etc.).
3. Billing & Collections
· Prepare service billings, lien releases, and related forms.
· Monitor receivables and collect outstanding AR balances.
4. Reporting & Profitability
· Generate monthly service reports (Booking, Backlog, and Forecast).
· Review work order cost data and prepare profitability reports.
· Provide Service Managers and Accounting with updates on billing, collections, and customer issues.
5. General
· Notify the Office Manager of pending issues or unfinished duties before any absence.
· Perform related duties as assigned. Regular and consistent attendance is required.
Job Qualifications
Required:
· High School Diploma or General Educational Development (GED) equivalent.
· 2–3 years of customer service experience.
· Strong verbal and written communication skills, with the ability to interface effectively with customers and service personnel.
· Proficiency in Microsoft Office software and standard office/accounting practices.
· Ability to pass a pre-employment drug test and background check.
Preferred:
· A background in fire protection is a plus.
· Associates degree in business or a related field, or an equivalent combination of education and experience.
· Knowledge of Sage Software is a plus.
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Work Location: In person
Salary : $20 - $25