Office Manager / Warranty Specialist - Diesel, Transit & Bus HVAC Chandler Services Inc. is seeking an experienced, dependable, and detail-oriented Office Manager / Warranty Specialist to support our diesel, transit, and emergency vehicle service facility. This is a hands-on position for someone who is familiar with the pace and responsibilities of a small business, can stay organized, work independently, catch errors, and follow tasks through to completion. A major responsibility will be managing bus HVAC warranty claims, including reviewing repair documentation, submitting claims, tracking approvals, following up on pending or rejected claims, and ensuring warranty work is properly documented through payment. The position will also be responsible for entering vendor bills, maintaining organized records and spreadsheets, and supporting accounts payable, accounts receivable, billing, service orders, parts, inventory, customer communication, and general office operations. Key Responsibilities Process and manage bus HVAC warranty claims from documentation through submission, follow-up, approval, and payment. Review technician documentation, parts, labor, and service orders for accuracy and completeness before submitting warranty claims or preparing invoices. Enter, organize, and maintain vendor bills and supporting documentation. Assist with accounts payable, including entering bills, verifying invoices, matching bills with purchase orders or receiving records when applicable, preparing payments, and maintaining accurate vendor accounts. Assist with accounts receivable, including preparing customer invoices, posting payments, monitoring outstanding balances, following up on past-due accounts, and maintaining accurate customer records. Maintain organized spreadsheets, warranty records, customer files, job documentation, invoices, bills, and other office records. Use Fullbay and QuickBooks to maintain accurate service, billing, vendor, customer, accounts payable, and accounts receivable information. Follow service orders through parts receiving, invoicing, payment, and final completion. Review entries and records for duplicate bills, duplicate invoices, incorrect amounts, missing information, incorrect part numbers, and other discrepancies. Assist with parts ordering, receiving, inventory records, and organization. Answer phones, respond to emails, and communicate professionally with customers, vendors, technicians, and management. Identify and resolve missing information, discrepancies, duplicate entries, overdue items, and incomplete work. Keep management informed of important issues, outstanding warranty claims, unpaid invoices, missing documentation, and other items requiring attention. Maintain organized paper and electronic filing systems so records can be located quickly when needed. Assist with other administrative duties as needed. Qualifications Previous experience working in a small business is required. Experience in an automotive, diesel, heavy-duty, transit, bus, fleet, equipment repair, or similar service environment is required. Previous warranty claim experience is required. Experience with bus HVAC, heavy-duty, automotive, or equipment warranty claims is preferred. Strong working knowledge of QuickBooks, including accounts payable, accounts receivable, bill entry, invoicing, payments, and customer and vendor accounts. Experience with Fullbay or similar shop management software. Experience entering vendor bills, maintaining spreadsheets, organizing records, and supporting accounting functions. Understanding of service orders, repair documentation, parts, labor, invoicing, accounts payable, accounts receivable, and warranty procedures. Strong computer, data-entry, organizational, and communication skills. Excellent attention to detail and accuracy. Ability to review and verify your own work before considering a task complete. Ability to keep paperwork, spreadsheets, bills, invoices, and digital records organized and current. Dependable, accountable, and able to follow through. Ability to work independently, ask questions when information is unclear, and take appropriate action without constant supervision. Ability to manage multiple priorities while meeting deadlines for warranty claims, billing, bill entry, payments, and customer follow-up. What We're Looking For The right person will have experience working in a small business and understand that small-business employees often need to handle a variety of responsibilities, shift priorities, solve problems, and take ownership without waiting to be directed through every step. You should be able to recognize when something is missing, incorrect, duplicated, overdue, or incomplete and take action to resolve it. This position requires someone who can manage warranty claims while also keeping bills entered, accounts payable and accounts receivable organized, spreadsheets and records current, and office paperwork in order. Accuracy is especially important. The right person will carefully review their work, verify amounts and supporting documentation, and help prevent duplicate entries, missed bills, incorrect invoices, and other accounting or administrative errors. This position is best suited for someone who takes pride in accurate and organized work, communicates clearly, follows procedures, and can manage important tasks from beginning to end in a busy small-business environment.

Pay:

$25.47 - $30.68 per hour Expected hours: 40.0 per week

Work Location:

In person