Warranty Claims Billing Manager

Overview:

With over 150 years of experience, and headquartered in Southern CA,?CoolSys is the market-leading indoor environment solutions company. Our full spectrum of best-in-class services includes HVAC & refrigeration installations, remodels, service & maintenance; and energy solutions, including controls and lighting.?CoolSys serves customers in the retail, commercial, food service, educational, healthcare, and industrial markets.

WHY JOIN US
We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include:

• Competitive pay from $57-74K
• Medical, Dental, Vision and Prescription coverage
• Paid vacation and holidays
• 401(K) match
• Life insurance, AD&D and long-term disability
• Tuition reimbursement
• Opportunities available nationwide
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more
• Pet Insurance
• Legal Plan, and ID Theft Protection

JOB SUMMARY

The Warranty Claims Billing Manager is responsible for overseeing and managing the warranty claims billing process for a local service operation. This role involves supervising a team of billing professionals, ensuring the timely and accurate submission of warranty claims to manufacturers and vendors, and maintaining an organized system for tracking claim statuses. The manager will work to reduce outstanding balances, provide regular reporting on claims aging, and ensure all team members adhere to company standards and procedures for warranty processing. Additionally, the manager will play a key role in training, coaching, and supporting staff to ensure high levels of performance and compliance.

• Lead, manage, and mentor a team of warranty claims billing staff, ensuring they have the training, tools, and resources necessary to perform their duties efficiently and accurately.
• Implement and enforce production, productivity, and customer service standards to ensure team performance aligns with company objectives and customer expectations.
• Foster a collaborative work environment by encouraging teamwork within the department and across other functional areas.
• Regularly assess team performance, provide feedback, and coach staff to continually improve skills and knowledge related to warranty claims processing.
• Oversee the timely and accurate submission of warranty claims to manufacturers, vendors, and other third-party providers.
• Maintain a robust system for tracking warranty claims, ensuring that aging reports are up to date and that outstanding balances are minimized.
• Prepare and deliver monthly reports on claim statuses, aging balances, and actions taken to resolve outstanding issues.
• Proactively identify and pursue opportunities to reduce aging claims and outstanding balances.
• Conduct regular training sessions for staff on new procedures, systems, software, and industry best practices related to warranty claims processing.
• Stay current on changes to warranty policies, industry trends, and software tools to ensure the team is always using the most up-to-date resources and practices.
• Serve as the primary point of contact for resolving issues related to warranty claims, both internally and externally. Escalate unresolved issues to senior management as needed.
• Collaborate with other departments (e.g., customer service, operations, finance) to ensure that any cross-functional issues impacting warranty claims are resolved promptly and efficiently.
• Step in as a backup for team members during absences to ensure continuity of service.
• Perform other duties as assigned by management.

Education / Training

• High school diploma or equivalent required; some college coursework preferred.
• 35 years of experience in warranty claims processing, billing, or related field required; 57 years preferred.
• Proficiency with SamPro and various manufacturer/vendor portals.
• Basic understanding of general business operations, billing processes, and financial systems.
• Ability to understand and follow all company policies and procedures and all applicable State and Federal laws.
• Ability to use typical business tools including E-Mail, Word, Excel, etc.

Skills & Abilities:

• Strong leadership, communication, and interpersonal skills with the ability to lead and motivate a team.
• Excellent problem-solving abilities and a keen eye for detail, especially when managing claims aging and outstanding balances.
• Ability to train, coach, and develop staff to meet performance expectations and adapt to new tools and processes.
• Familiarity with basic office software tools (e.g., Microsoft Word, Excel, Outlook) and the ability to learn new software as needed.
• In-depth understanding of company policies and industry regulations governing warranty claims processing.
• Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment.

Additional Requirements:

• Strong organizational skills and the ability to handle sensitive information with discretion.
• Ability to manage and resolve conflicts effectively and diplomatically.

Today, there are 27 different companies that make up the CoolSys family of brands. Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth

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CoolSys is an EEO/AA Employer. ?All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply. ?

Pre-employment background screening (criminal and MVR for driving positions) and drug testing are?required?for all positions. CoolSys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.