Payment Specialist

Headstart Warranty Group is seeking a detail-oriented, high-accountability Auto Claims Payment Specialist to manage and execute the final stage of our auto claims lifecycle — payment processing. This role is critical to protecting company capital, maintaining audit integrity, and ensuring repair facilities and customers receive accurate, timely payments. The ideal candidate thrives in structured environments, works with urgency, and takes ownership of accuracy and compliance. This is not an entry-level processing role — this position requires independent judgment, financial accuracy, and strong communication skills.Experience within automotive warranty, vehicle service contract (VSC), or third-party administrator (TPA) payment environments strongly preferred.”Documentation & ComplianceVerify receipt and compliance of required documentation:Current-year W-9Signed, itemized repair orderSublet documentation (if applicable)Confirm repair orders include VIN, mileage, authorization number, part numbers, and labor breakdownEnsure invoices meet company audit standards (no handwritten or incomplete invoices)Maintain audit-ready documentation at all timesRepair Facility & Customer SupportCommunicate payment status and documentation requirements clearly and professionallyAssist customers with reimbursement processing and next stepsProvide guidance on payment method hierarchy and timingEscalate issues to appropriate departments when necessarySystems & Operational ControlsDocument all claim activity, communications, and payment actions in company platformUpdate claim tracker same-day with status and payment progressReview claims for completeness prior to closureFollow SOP workflow and payment protocols without exceptionPerformance Expectations (KPIs)Productivity30 claims processed per day (150 per week average)95% payment processing within SLA timeframe98% same-day documentation updatesAccuracy & Risk Control≤ 5% audit correction rate≥ 95% first-pass documentation accuracy≤ 1% short-pay error rate≥ 99% payment accuracy vs authorization≤ 0.25% overpayment rateService StandardsSame business-day (≤ 24 hours) repair facility response48–72 hour internal reimbursement turnaround≥ 90% QA call scoreProcess Compliance≥ 95% SOP compliance score≥ 98% correct payment method selection (AMEX → WEX → ACH → Check)≥ 99% claim lifecycle accuracyQualifications2+ years experience in:Auto claims processingAutomotive service department billingWarranty administrationInsurance claims or payment processingStrong understanding of repair orders, labor breakdowns, and parts documentationHigh attention to detail and numerical accuracyComfortable processing high daily transaction volumesStrong communication skills (phone + written)Ability to work in a structured, KPI-driven environmentProficiency in CRM or claims management platforms preferredBilingual a plusBenefits:401(k)Dental insuranceHealth insurancePaid time offVision insuranceGroup Life insurance Pay from: $45,000/year