Payment Specialist

Headstart Warranty Group is seeking a detail-oriented, high-accountability Auto Claims Payment Specialist to manage and execute the final stage of our auto claims lifecycle — payment processing. This role is critical to protecting company capital, maintaining audit integrity, and ensuring repair facilities and customers receive accurate, timely payments. The ideal candidate thrives in structured environments, works with urgency, and takes ownership of accuracy and compliance. This is not an entry-level processing role — this position requires independent judgment, financial accuracy, and strong communication skills.

• Experience within automotive warranty, vehicle service contract (VSC), or third-party administrator (TPA) payment environments strongly preferred.”

Documentation & Compliance

• Verify receipt and compliance of required documentation:
• Current-year W-9
• Signed, itemized repair order
• Sublet documentation (if applicable)
• Confirm repair orders include VIN, mileage, authorization number, part numbers, and labor breakdown
• Ensure invoices meet company audit standards (no handwritten or incomplete invoices)
• Maintain audit-ready documentation at all times

Repair Facility & Customer Support

• Communicate payment status and documentation requirements clearly and professionally
• Assist customers with reimbursement processing and next steps
• Provide guidance on payment method hierarchy and timing
• Escalate issues to appropriate departments when necessary

Systems & Operational Controls

• Document all claim activity, communications, and payment actions in company platform
• Update claim tracker same-day with status and payment progress
• Review claims for completeness prior to closure
• Follow SOP workflow and payment protocols without exception

Performance Expectations (KPIs)Productivity

• 30 claims processed per day (150 per week average)
• 95% payment processing within SLA timeframe
• 98% same-day documentation updates

Accuracy & Risk Control

• ≤ 5% audit correction rate
• ≥ 95% first-pass documentation accuracy
• ≤ 1% short-pay error rate
• ≥ 99% payment accuracy vs authorization
• ≤ 0.25% overpayment rate

Service Standards

• Same business-day (≤ 24 hours) repair facility response
• 48–72 hour internal reimbursement turnaround
• ≥ 90% QA call score

Process Compliance

• ≥ 95% SOP compliance score
• ≥ 98% correct payment method selection (AMEX → WEX → ACH → Check)
• ≥ 99% claim lifecycle accuracy

Qualifications

• 2 years experience in:
• Auto claims processing
• Automotive service department billing
• Warranty administration
• Insurance claims or payment processing
• Strong understanding of repair orders, labor breakdowns, and parts documentation
• High attention to detail and numerical accuracy
• Comfortable processing high daily transaction volumes
• Strong communication skills (phone written)
• Ability to work in a structured, KPI-driven environment
• Proficiency in CRM or claims management platforms preferred
• Bilingual a plus

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance
• Group Life insurance

Pay from: $45,000/year