We are seeking a highly organized and detail-oriented Contract Analyst to support contract intake, review, and system accuracy within the Fire & Life Safety Industry. This role works closely with Sales, Operations, and Billing teams to ensure customer contracts are complete, accurate, and properly prepared for operational execution.
The ideal candidate is process-driven, accuracy-focused, and comfortable working across digital systems in a fast-paced, deadline-driven environment. This role plays a key part in improving data integrity, operational readiness, and overall customer experience.
Duties and Responsibilities
Contract Intake & Review
- Receive and review incoming customer contracts for completeness, accuracy, and clarity.
- Verify pricing, scope of work, service frequency, terms, customer details, and required documentation.
- Confirm all required signatures, attachments, and approvals are present.
- Communicate proactively with sales teams to resolve missing, unclear, or inconsistent information.
System Entry & Data Management
- Enter approved contracts accurately and on time into field service management platforms (e.g., ServiceTrade or similar systems).
- Ensure correct coding of services, equipment types, schedules, and contract categories (inspection, service, repair, recurring agreements, etc.).
- Maintain organized digital records following internal naming and filing standards.
- Support system transitions or migrations by validating and cleaning up contract data.
Cross-Functional Coordination
- Serve as a liaison between Sales, Operations, and Billing to ensure smooth contract handoff.
- Partner with operations teams to confirm readiness for inspections, services, or projects.
- Collaborate with billing teams to ensure accurate invoicing, renewals, and customer setup.
Quality Assurance & Compliance
- Identify and resolve discrepancies before contracts are activated.
- Validate contract terms align with pricing structures and internal guidelines.
- Monitor potential contract issues that could cause service delays or billing errors.
- Maintain confidentiality of customer and internal business information.
Process Improvement & Documentation
- Recommend improvements to contract workflows, standards, and documentation practices.
- Assist with creating and maintaining SOPs, job aids, and training materials related to contract processing.
- Participate in training initiatives and system enhancements as the organization scales.
Requirements
- High school diploma required; Associate’s or Bachelor’s degree preferred.
- 2–4 years of experience in contract processing, administrative support, data entry, or project coordination.
- Strong attention to detail with a commitment to data accuracy.
- Excellent organizational skills with the ability to manage multiple contracts simultaneously.
- Strong written and verbal communication skills.
- Comfort working with cloud-based or field service management systems.
- Ability to work efficiently in a fast-paced, deadline-driven environment.
Preferred Qualifications
- Experience in the fire protection, life safety, construction services, or field services industry.
- Familiarity with ServiceTrade, Salesforce, Agent Field Services, or similar platforms.
- Experience supporting system migrations or large-scale data cleanup efforts.
- Exposure to SOP creation, QA processes, or workflow optimization.
Working Conditions
- Extended computer and screen-based work.
- Occasional interaction with field, shop, or branch operations personnel.
- Periodic workload increases during seasonal or sales-driven contract surges.
Benefits
Hireframe provides nearshore and offshore staffing solutions, operating as a remote-first organization with team members located in the United States, Mexico, and the Philippines. Our robust benefits package includes:
- Permanent remote work flexibility
- Paid Time Off
- Health Maintenance Organization (HMO) coverage
- Annual performance bonuses
- Dedicated coaches offer an extra channel of support and skill-building
- Opportunities for professional growth
At Hireframe, we cultivate a supportive environment that fosters professional development and success, ensuring our team members thrive in their careers.
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