Rental Lube Service Billing Coordinator/Scheduler

Empire Southwest•Apache Junction, AZ

9h•$30 - $41•Onsite

About The Position

The Rental Lube Service Billing Coordinator/Scheduler communicates the repair process to all parties involved, coordinates resources and job progress, and supports timely, accurate billing. The role monitors assigned work orders and repair estimates, handles billing and warranty concerns, and helps ensure clients receive an invoice on the day repairs are completed when the job is completed before 6 p.m. It also develops and standardizes procedures for reviewing and closing work orders, supports service systems and work-in-process processes, and reports on billing and workflow performance. The position is based in an office and is listed as a first/day-shift role. The work schedule will be provided by the leader. The role requires high school diploma or GED, at least eight years of previous experience, and experience as a shop or field technician or demonstrated competency. It calls for mechanical aptitude, knowledge of CAT products and warranty policies, strong organization and communication, mathematical ability, and proficiency with Empire systems and common PC software. May have direct reports.

Requirements

High school diploma or General Education Degree (GED), with proof required.
Minimum of 8 years of previous experience.
Experience as a shop or field technician, or demonstrated competency.
Ability to communicate in English by speaking, reading, comprehending, and writing.
Interpersonal, organizational, and planning skills sufficient to assist clients.
Demonstrated leadership, integrity, quality, teamwork, and urgency in performing duties.
Strong knowledge of CAT products sold and serviced.
Mechanical aptitude and ability to troubleshoot and diagnose repair processes and read and interpret technical material.
High proficiency with Empire computer systems and PC software, including Windows, Word, Excel, PowerPoint, and Access.
Mathematical skills sufficient to calculate percentages, compute cost-per-hour charges, and project future expenses.
Strong knowledge of CAT and Empire warranty policies, procedures, and philosophies.
Ability to maintain consistent attendance.
Ability to meet the listed physical demands, including regularly sitting, using hands, and talking or hearing; frequently standing, walking, reaching, climbing or balancing, and stooping or kneeling; and occasionally lifting or moving up to 10 pounds.
Close vision.

Responsibilities

Plan repair jobs across areas, vendors, and technicians, and coordinate resources to support repairs.
Resolve client complaints concerning billing and warranty issues.
Manage, monitor, and report the accuracy and fairness of estimates and quotes for segment repairs.
Monitor and communicate repair progress for the assigned area, follow up with lead personnel and technicians, and document conversations in the manager program using current system tools.
Review client repair history and products or services due as provided by the Customer Service Advisor.
Make policy and warranty recommendations to the appropriate supervisor and resolve discrepancies before billing review is complete.
Monitor and manage work orders daily; prepare a Pro-Forma summary at repair completion and ensure timely same-day invoicing for jobs completed before 6 p.m.
Continuously review and improve Service Systems, WIP, Payroll, Expenses, and Sublet processes.
Develop procedures to streamline billing and warranty work for assigned areas.
Standardize and update procedures for reviewing and closing work orders to support consistent, accurate, same-day invoices.
Prioritize open work orders so they are processed to meet WIP goals.
Ensure work performed matches the estimate or quote.
When job scope changes, ensure a change order is submitted for client approval and that the approval or denial is documented in the work order before updated repairs proceed.
Brief supervisors and submit reports on monitoring measures, including last-date-of-labor to invoice and completed jobs to Pro-Forma submission.
Work safely and comply with applicable safety policies, company policies, procedures, and standards.
Keep all parties informed about progress and delays, and communicate schedule changes.
Assist management in achieving billing and warranty claim goals.
Ensure service planner coverage at all times; may have direct reports.
Approve work order closings.
Analyze, plan, and implement status reports on timeliness and accuracy of work-in-process documents.
Analyze work orders to ensure correct accounts are charged.
Monitor the accuracy of information used to establish and maintain warranty claims, records, and policies.
Monitor work order adjustments and charges to internal and external accounts, ensuring accurate and timely billing.
Use the Internal Approval Process on internal work orders to help maintain and track Empire policy dollars.
Work within and promote corporate values.