Billing and Warranty Specialist

About Us

We are a growing commercial refrigeration and HVAC service company based in Salt Lake City, Utah. We partner with national retailers, grocery chains, and commercial facilities to provide high-quality service, maintenance, and emergency repairs.

Our team is built on accountability, technical excellence, and strong communication. We operate in a fast-paced service environment where accuracy, compliance, and customer satisfaction are critical. Every role in our company directly supports operational success and long-term client relationships.

Position Overview

We are seeking a detail-oriented Billing and Warranty Specialist to join our growing refrigeration/HVAC service team. This role is critical in ensuring accurate, timely, and compliant billing operations. The ideal candidate thrives in a fast-paced service environment, values precision, and communicates professionally with both customers and internal teams.

What You’ll Do

• Review technician service tickets for accuracy and completeness
• Verify labor, parts, and refrigerant charges
• Ensure customer-specific billing requirements and contract terms are met
• Create and submit invoices in a timely manner
• Resolve billing discrepancies, denials, and rejections
• Maintain strict confidentiality of customer financial information
• Confirm job status is marked complete prior to invoicing
• Ensure technician notes are clear and detailed
• Verify site/store numbers and asset/unit numbers are included
• Confirm problem descriptions and resolutions are fully documented
• Review service documentation to determine warranty eligibility
• Submit manufacturer and customer warranty claims accurately and timely
• Track warranty claim status and follow up on pending approvals
• Resolve warranty rejections or short payments
• Maintain detailed records of warranty submissions and reimbursements

 Systems & Tools

• Service Management Software (BuildOps)
• Accounting/Billing Systems (QuickBooks, BuildOps)
• Customer Portals (e.g. ServiceChannel, Ecotrak)
• Pricing sheets and customer contracts
• Refrigerant tracking logs (Verisae)

What We’re Looking For

• Strong attention to detail and organizational skills
• 2+ years of billing experience (HVAC/Refrigeration or service industry preferred)
• 2+ years of warranty experience (HVAC/Refrigeration or service industry preferred)
• Familiarity with service management and accounting software
• Ability to manage multiple priorities and meet deadlines
• Clear and professional written and verbal communication skills

Why Join Us?

Be part of a team that values accuracy, accountability, and operational excellence. Your role directly impacts cash flow, customer satisfaction, and regulatory compliance.

If you’re highly organized, proactive, and thrive in a detail-driven environment, we’d love to hear from you.