Service Agreement Coordinator

About Us:

Since 1980, DynaTen Corporation (a Comfort Systems USA Company) has delivered high-quality Commercial Construction and Service Solutions across the greater North Texas market. We partner with our clients to provide technical expertise and high-level execution on every project. As a result, DynaTen is a trusted provider of HVAC, Plumbing, and Building Automation Controls solutions.

Our culture is built on accountability, teamwork, and a commitment to developing our people. We take pride in promoting from within, supporting both field and office teams, and delivering results the right way. We offer strong long-term career opportunities, excellent benefits, and a positive, team-oriented work environment.

Position Summary

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.

Principal Duties and 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.

Required Qualifications

• 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.

Preferred 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.

What you can expect

• 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.

EEO Statement

Comfort Systems USA, Inc., together with its subsidiaries, provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran status, gender identity, age, or any other status protected by law. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment.

The statements contained in this document are intended to describe the general nature and level of work being performed by an employee assigned to this description. They are not intended to constitute a comprehensive list of functions, duties, or local variances. Management retains the discretion to add to or change the duties of the position at any time.

This job description does not state or imply that these are the only duties to be performed by the employee in this position. Employees may be required to follow other job-related instructions and perform other job-related duties requested by an authorized person. All duties and responsibilities are essential functions and requirements and are subject to reasonable accommodation for qualified individuals with disabilities. The requirements listed are the minimum levels of knowledge, skills, and abilities. This document does not create an employment contract, implied or otherwise, and employment remains at will.