About Vista Services

Vista Services is more than just a financial partner – we are helping communities, the people that live within them and the local contractors that service the area. Our dealers are experts in the water heater, HVAC, and residential infrastructure sector. Having both ownership from local management and an infrastructure fund managed by an award-winning investment manager, we are a well-capitalized company looking to grow organically, geographically and by acquisition.

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Vista Services is more than just a financial partner – we are helping communities, the people that live within them and the local contractors that service the area. Our dealers are experts in the water heater, HVAC, and residential infrastructure sector. Having both ownership from local management and an infrastructure fund managed by an award-winning investment manager, we are a well capitalized company growing organically, geographically and by acquisition.

Reporting to the Team Lead of Partner Support, this role is responsible for supporting contract processing, partner and customer communication in collaboration with Vista Marketing department, sales support, and operational coordination. The position ensures accurate documentation, timely processing of transactions, and effective collaboration across departments to support Vista’s partners, customers, and internal teams.

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Contract Review & Processing

• Review all submitted contracts for accuracy and completeness.
• Track contracts in queue and ensure timely movement through the process.
• Identify and resolve contract deficiencies with dealers, builders, customers, and channel partners.
• Perform ongoing management of problem files.
• Manage and resolve serial issues related to contracts or equipment.

Documentation, Forms & Portal Management

• Create and manage Builder Site Agreements (“BSA’s”) and supporting documentation (e.g., RA, SOA).
• Manage portal activities in coordination with Sales and Marketing.
• Manage requests for printed materials (e.g., stickers, forms).

Dealer, Partner & Customer Communication

• Respond to incoming calls and emails from dealers, builders, customers and internal partners.
• Support partner communications in conjunction with Marketing.
• Help grow and maintain Vista’s customer base through strong partner communication and best in class customer service, including but not limited to solicitor interactions.
• Assist partners with quotes, inquiries, and contract-related questions.
• Support the sales process between Vista, program partners, and customers.

Sales & CRM Support

• Assist sales teams by identifying areas of concern or growth with program partners.
• Secondary dealer training outside of onboarding as needed.
• Maintain partner retention reports, track activity, and provide reports to individual sales reps as needed.
• Support sales CRM updates, tracking, and reporting.
• Escalate BSA’s annually as required.

Operational Coordination & Reporting

• Manage site management entries to ensure accurate project tracking.
• Enter forecasted and final closings.
• Provide regular reporting to internal stakeholders.
• Varied clerical & administrative tasks as assigned

Team & Values

• Uphold and demonstrate company values in all work and interactions.
• Contribute to a positive, collaborative, and service-focused team environment.

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• 2+ years’ service experience
• College Diploma considered an asset
• Exceptional interpersonal skills
• Ability to build rapport and communicate appropriately with clients and peers
• Strong communication skills, written and verbal
• Efficient time management and organizational skills
• Detail oriented with effective follow-up skills
• Ability to identify problems and analyze collected data to correct deficiencies and implement resolutions
• Demonstrated initiative with the ability to work independently or collaboratively within a team
• Proficient knowledge of Microsoft applications, including Outlook, Excel, SharePoint
• Strong prioritization skills with the ability to adapt in a fast paced, changing environment
• Ability to perform effectively under pressure in a high-volume environment of with tight deadlines

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