Precise Service Billing & Warranty Claims Specialist

Mechanical Sales, Inc.; Johnston (IA); On-site; USD 42,000 - 60,000; Full time

Job summary

Mechanical Sales, Inc. is seeking a detail-oriented Service Billing & Warranty Claims Specialist to ensure accurate invoicing and efficient warranty processing for the service department.

The role bridges field work and billing, guaranteeing timely reimbursements and clear documentation across teams. The ideal candidate has 2+ years in billing or warranty claims, strong communication, and proficiency with common business software.

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.

Responsibilities

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

Skills

Billing & invoicing

Warranty claims

Customer service

Communication

Organizational skills

Multitasking

Sage 300

Education

High school diploma or GED

Tools

Sage 300 accounting software

Job description

Mechanical Sales, Inc. is seeking a detail-oriented Service Billing & Warranty Claims Specialist to ensure accurate invoicing and efficient warranty processing for the service department.

The role bridges field work and billing, guaranteeing timely reimbursements and clear documentation across teams. The ideal candidate has 2+ years in billing or warranty claims, strong communication, and proficiency with common business software.