Open seat · Office · Branson, MO
Receivables & Warranty Admin
Turn finished jobs into collected cash and registered warranties, and keep every past customer cared for so they refer us.
- Pay
- $38k to $44k a year, by tier
- Type
- Full time · Overtime-eligible
- Reports to
- Office Manager
- Vehicle
- Shared office vehicle when needed
Why this seat exists
What a great Receivables & Warranty Admin does here.
The Receivables & Warranty Admin turns finished jobs into collected cash and registered warranties, and keeps every past customer cared for so they refer us.
- Reports to
- Office Manager
- Works most with
- Superintendents, Service & Warranty Tech, the Bookkeeper, Design Consultants (care visits), lenders and carriers
- Hours
- 8:00 AM to 5:00 PM, Monday to Friday, at the office
Success looks like
- A median of 7 days or less from walkthrough done to paid.
- No more than 3 jobs in Pending Payments over 30 days at quarter end.
- 90% of warranties registered within 7 days of paid.
A day in this seat
Your daily schedule.
- 7:45 AMMoney board: every job in Completion Docs and Pending Payments, oldest first.
- 8:00 AMMorning meeting.
- 8:30 AMFinal invoices for yesterday's walkthroughs, and warranty registrations.
- 10:00 AMCollections: reminder texts, calls, lender funding and carrier follow-ups due today.
- 1:00 PMInsurance completion docs and deductibles.
- 2:30 PMCare: "how did we do" calls, Resolved follow-ups, and Year-1 and Year-5 scheduling.
- 4:30 PMEvery open balance has a next step dated, and zero overdue tasks.
The rhythm
Your week, month and quarter.
- Monday
- Aging list to the Office Manager: every balance over 7 days and the plan for each
- Tuesday
- One-on-one with the Office Manager
- Thursday
- Production meeting: walkthroughs coming up, so invoices go out the same day
- Friday
- Every warranty for this week's paid jobs registered
- Monthly
- Year-1 check-ins booked for jobs closed 11 months ago; Year-5 calls for jobs closed 59 months ago
- Quarter end
- Tier review; aged balances at or under target
The job, step by step
Exactly what this seat does.
This is the same step-by-step list that goes in the Receivables & Warranty Admin employment agreement, so there's never a question about what the job is.
01Final invoice (the day the Walkthrough form is done)
- Complete "Send the final invoice with the payment link; register manufacturer warranties" the same day the walkthrough is submitted.
- Send the email template (final invoice and Home Passport). The job moves to Pending Payments and the text template goes out.
02Insurance completion docs and deductibles
- Carrier Approved: complete "Set up the deductible invoice and its timing" so the homeowner knows what they'll owe and when.
- Completion Docs: complete the JobNimbus form and send it to the carrier, and update the program portal with completion docs, the certificate and final photos.
- Send the deductible invoice and the text template; complete the task when the deductible is paid.
- Day 7: the text template. Day 14: call the homeowner about the open deductible.
03Collections (Pending Payments, limit 7 days)
- Day 7: send the text, and call the homeowner to agree on a payment date. Write the date in a note.
- Financed jobs: complete "Request lender funding and anything the lender needs signed" the day the job enters Pending Payments.
- Insurance jobs: confirm the carrier received the completion docs and note when payment is expected; send the text; day 14, follow up with the carrier on the final payment.
- A promised date passes: call that day, then tell the Office Manager.
- Payment posts: the job moves to Paid; send the text (Paid in full).
Done when: paid in full, with every step and promise noted on the job.
04Warranties (within 7 days of paid)
- Register every manufacturer warranty on the right portal (TAMKO, ProVia, Marvin, Fiberon, James Hardie, LP SmartSide and the rest), and upload the confirmation to the job.
- Fill Warranty Registered. When the job closes, send the email template (Warranties registered).
05Care
- After the walkthrough: make the "how did we do" call and ask for a referral ($250 referral bonus plus the gift cards).
- After a service visit is Resolved: send the email template and the text template, and on day 3 call: "Is everything still right?"
- Month 11: schedule the Year-1 check-in with the original Design Consultant, and send the email template and the text template.
- Month 59: call to schedule the Year-5 check-in with the original Design Consultant.
Pay, tiers and how you're measured
Earn the next tier with your numbers.
Tier 1 · start
$38k
Tier 2
$41k
Tier 3
$44k
You start at Tier 1 ($38k) unless your offer letter says otherwise. Hold the next tier's column for two quarters in a row, after six months in your tier, to earn it.
$38,000 to $44,000 per year, paid as a salary. This seat is overtime-eligible: every hour over 40 in a week is paid at time and a half. Nobody at Big Chief earns commission; the team shares in the profit together.
| KPI | How it's measured | Tier 1 · $38k | Tier 2 · $41k | Tier 3 · $44k |
|---|---|---|---|---|
| Days to collect | Median days from Walkthrough done to Paid | At most 7 days | At most 5 days | At most 4 days |
| Aged balances | Jobs in Pending Payments over 30 days, at quarter end | At most 3 | At most 2 | At most 0 |
| Warranties | Warranty Registered within 7 days of Paid | 90% | 95% | 100% |
Where this seat leads
Career path and your first 90 days.
Receivables & Warranty Admin → Accounting / Bookkeeper or Office Manager.
Days 1 to 30
Learn the Money board, invoices and payment links, every TX and EM template in your stages, and the warranty portals; collect with the Office Manager checking each step.
Days 31 to 60
Every final invoice out the day of the walkthrough; every warranty registered within 7 days.
Days 61 to 90
On pace for all three Tier 1 numbers.
Is this you?
Who does great in this seat.
This seat fits you if
- You like closing loops and checking things off
- You can ask for payment kindly and clearly
- You want a path into accounting or office management
It isn't for you if
- Asking people for money makes you freeze
- You'd rather work outside
What we look for
- Billing, collections or customer service experience
- Friendly but firm on the phone about money
- Very organized: every invoice and warranty tracked to done
- Comfortable with QuickBooks, JobNimbus and spreadsheets
- Warm with past customers
Not this seat's job
- Changing invoices or prices, approving credits, or scheduling service visits.
Every seat at Big Chief owns its own work. Anything outside your seat goes to the seat that owns it.
Benefits
Taking care of the people who take care of homes.
Paid time off
0 to 2 years of service: 15 days per year. 3 to 5 years: 18 days per year. 6 to 9 years: 21 days per year. 10 or more years: 26 days per year.
Christmas break
The company closes from Christmas Eve through New Year's Day, and it is paid for everyone.
TableRock Health
Big Chief pays 100% of a TableRock Health direct primary care membership for every employee, spouse and dependent.
401(k)
A 401(k) through our PEO, with a 100% match on the first 4% you save.
Life insurance and disability
Company-paid $50,000 life insurance and short-term disability.
Profit share
A quarterly share of profit above plan.
The Better Life Fund
After 90 days we contribute $500 per year, after 2 to 4 years $1,000 per year, and after 5 or more years $2,000 per year toward your goals.
Paid training
Paid training on every system and process in your seat, plus a written agreement that spells out the job.
How hiring works
Six steps, and you'll always know where you stand.
- 01
Apply
About 5 minutes. Tell us about you and the seat you want.
- 02
Fit Assessment
About 15 minutes on how you like to work. It helps us match you to the right seat, even if it's not the one you applied for.
- 03
Phone call
A short call to answer your questions and ours.
- 04
Interview
At our Branson office, with the seat's manager.
- 05
Ride-along or working interview
See the seat for real, and let us see you in it.
- 06
Offer and seat agreement
Your offer comes with the written agreement for your seat: duties, schedule, KPIs and pay tiers.
Ready?
Apply for Receivables & Warranty Admin.
About 5 minutes for the application, then the 15-minute Fit Assessment. Read this page first: the application asks about it.
Protect the house once. Enjoy it for good.
We have several payment options. Split your project into easy monthly payments, or do it now and pay later.
Every Free Estimate includes a gift card to both Texas Roadhouse and The Social Birdy.