Contracts Administrator

Base Pay $50,000.00 - $60,000.00 / Year Job Category Service Contact information Name Kim Chrimes Phone View phone number on click.appcast.io Email View email address on click.appcast.io Description Repeat Business Systems is a vibrant and growing technology leader focused on service, integrity, and true partnership. We are looking for a friendly, outgoing team member to maintain our contract implementation for accurate and timely administration, maintenance, and billing of customer agreements for imaging/copier, mail and managed print contracts for both branches (Albany and Westmoreland). We offer an excellent starting salary, full benefit package including health insurance, 401K, paid holidays and vacation time, and fun monthly activities. The role ensures that customer contracts accurately reflect service coverage, meter rates, supply provisions, billing terms, minimum volumes, overage charges, and other contractual requirements. The Billing Contract Specialist works closely with Sales, Service, Field Technicians, Customer Care and Accounting to support the complete contract lifecycle—from initial setup and equipment installation through modifications, renewals, relocations, upgrades, replacements, and termination. The ideal candidate is highly organized, detail-oriented, analytical, and comfortable working with equipment records, serial numbers, meter readings, service histories, customer locations, contract terms, and technology-based billing systems. Essential Duties and Responsibilities Enter, activate, maintain, and update maintenance, managed print, equipment, and supply contracts. Verify contract details, including customer information, billing address, service location, equipment type, manufacturer, model, serial number, asset number, installation date, coverage level, term, renewal date, pricing, meter rates, minimum volumes, and billing frequency. Process new contracts, renewals, amendments, extensions, upgrades, equipment replacements, transfers, relocations, suspensions, and cancellations. Monitor contract start dates, expiration dates, renewal windows, notice periods, and scheduled price increases. Maintain complete documentation of contract changes, approvals, customer communications, and supporting records. Confirm that contract terms are properly applied when equipment is added to or removed from a customer's fleet. Coordinate with Sales and Operations to resolve incomplete order information, pricing discrepancies, or conflicting contract terms. Imaging and Copier Contract Management Maintain accurate records for multifunction copiers, printers, production systems, scanners, fax devices, and other managed imaging equipment. Confirm whether equipment is covered under full-service, parts-and-labor, annual maintenance, cost-per-copy, managed print, or other service arrangements. Ensure billing is discontinued, adjusted, or transferred when equipment is removed, replaced, or moved between customer locations. Research discrepancies between equipment records, service-management systems, meter-reading platforms, customer contracts, and billing records. Prepare and process recurring billing for equipment leases, service agreements, managed print programs, maintenance contracts, mailing agreements and other related services. Process meter-based billing using actual, estimated, automated, or manually submitted meter readings, as applicable. Review billing for equipment that has multiple meter types, including black-and-white, color, large-format, production, scan, or specialty meters. Validate that billing rates and minimums are applied to the correct equipment and billing period. Identify accounts with missing meters, inactive devices, unusually high or low usage, duplicate equipment, or billing interruptions. Prepare invoices, billing adjustments, credits, rebills, prorated charges, and contract corrections in accordance with company policies and approval requirements. Research and resolve billing discrepancies involving equipment changes, incorrect rates, missed meter readings, contract activation dates, service coverage, or billing-period changes. Coordinate with Accounting regarding credits, write-offs, account balances, unapplied payments, disputed invoices, and other billing-related matters. Assist with month-end, quarter-end, and year-end billing close processes and reports. Qualifications High school diploma or equivalent required; associate degree or relevant coursework in business, accounting, finance, information systems, or office administration preferred. Two or more years of experience in billing, contract administration, accounts receivable, customer service, equipment administration, or a related administrative role preferred. Experience in the copier, imaging, managed print, document technology, office equipment, technology services, or equipment-leasing industry preferred. Understanding of recurring billing, service agreements, meter-based billing, equipment records, or contract-based invoicing. Strong attention to detail and commitment to billing and data accuracy. Excellent organizational and time-management skills. Strong written and verbal communication skills. Ability to analyze customer accounts, equipment records, meter data, and billing transactions to identify discrepancies. Proficiency with Microsoft Office, particularly Excel. Ability to manage recurring deadlines and maintain accuracy in a high-volume billing environment. Equal Employment Opportunity Statement Repeat Business Systems is an equal opportunity employer and is committed to providing equal employment opportunities to all qualified individuals in accordance with applicable federal, state, and local laws. #J-18808-Ljbffr HorseShoe Beverage Company