Service Billing & Warranty Claims Specialist

Position Overview

Mechanical Sales is seeking a Service Billing & Warranty Claims Specialist to join our growing team! This position is ideal for someone who is detail-oriented, organized, and comfortable coordinating across teams to keep billing and warranty claims moving accurately and on time.

The Service Billing & Warranty Claims Specialist is responsible for ensuring timely and accurate invoicing and managing warranty claims for the service department. This role serves as the bridge between completed field work and billing, ensuring all work is accurately invoiced and warranty reimbursements are secured.

Primary Responsibilities

Service Billing & Invoicing

• Prepare, review, and process service invoices, ensuring accuracy and timely delivery to customers
• Review work orders to ensure proper documentation prior to billing
• Coordinate with Service Project Manager and technicians to resolve billing discrepancies
• Ensure all billable labor, materials, and expenses are captured correctly
• Monitor and follow up on outstanding invoices

Warranty Claims Management

• Review service work and supporting information to determine warranty eligibility and claim requirements
• Prepare and submit complete and accurate warranty labor claims within manufacturer deadlines
• Gather and maintain all documentation required to support each claim
• Coordinate with manufacturers’ warranty departments and internal teams to resolve questions or missing information
• Track claims from submission through approval and payment, following up on delayed or denied claims
• Reconcile warranty reimbursements and resolve discrepancies

Accounts Receivable Support

• Monitor outstanding customer balances and assist with collection and follow-up as needed
• Work with customers to resolve billing questions or concerns

Internal Coordination

• Coordinate with Service Project Manager on job completion and billing readiness
• Coordinate with dispatch to ensure accurate job documentation
• Communicate with technicians to obtain missing or incomplete details
• Identify documentation gaps and proactively resolve issues
• Support continuous improvement of billing and warranty process
• Maintain regular and reliable attendance and be able to work overtime when business needs require
• Perform other duties as assigned

Qualifications

• 2 years of experience in billing, warranty claims, or a similar role
• High school diploma or GED
• Experience with Sage 300 accounting software, preferred
• Strong customer service skills with a genuine desire to help people
• Excellent communication and interpersonal skills
• Strong organizational skills and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Proficiency with computers and common business software

What Makes Someone Successful in This Role

The right person is someone who:

• Takes pride in producing accurate work and paying attention to the details
• Enjoys helping others and takes pride in providing outstanding service
• Stays organized with multiple competing priorities
• Builds trust through responsiveness, accuracy, and follow-through
• Communicates professionally and builds strong working relationships with internal teams and external customers

Benefits/Perks

• Discretionary bonus programs
• Full benefits package, including medical, dental, and vision insurances
• 401(k) retirement plan with company match
• Paid Time Off
• Paid holidays
• Stable, family-oriented work environment

Mechanical Sales is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and providing equal employment opportunities to all applicants and employees. Employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.