Billing & Warranty Coordinator

About the Role 

BasiGo Kenya is seeking a Billing & Warranty Coordinator to manage and oversee all billing and warranty-related activities for our electric bus fleet. This role will be critical in ensuring accurate and timely billing, effective warranty claim management, and strong coordination with OEMs, service teams, and finance to resolve issues efficiently while minimizing operational downtime.

You might like this job if:

• You believe in the future of electric mobility and want to contribute to its growth in Africa.
• You thrive in fast-paced environments with evolving technology.
• You enjoy problem-solving, documentation, and interfacing with technical and non-technical teams.
• You are process-driven and meticulous in record keeping.
• You want to work in a mission-driven team transforming public transport.

Responsibilities

Billing & Job Card Management

• Ensure all job cards are accurately costed, correctly classified (billable vs non-billable), and supported by proper documentation.
• Ensure timely billing in line with agreed service-level timelines.
• Verify billing accuracy, including labor hours, parts usage, and service descriptions.
• Work closely with Service Leads and Technicians to resolve job card discrepancies before invoicing.
• Engage external customers and SACCO’s to clarify billing queries, service charges, or invoice disputes.
• Support Finance with accurate data for invoice generation and reconciliation.
• Track and report on billing errors, delays, and rework, and drive corrective actions.

Warranty Management

• Owns the end-to-end management of warranty cases, from incident logging to claim closure.
• Submits and tracks warranty claims with OEMs, including approvals, rejections, and pending cases.
• Coordinates repair scheduling, parts replacement, and logistics for warranty-related issues.
• Supports service teams with diagnostics, root cause analysis, and technical incident reporting.
• Monitors warranty performance through dashboards, turnaround times, and aging analysis.
• Identifies recurring warranty issues and escalates trends to Engineering and OEMs.
• Prepares regular warranty performance and cost reports for management.
• Works closely with Service Leads, Stores, and Finance to align repairs, inventory, and financial adjustments.

Experience & Qualifications:

• 3-5 years of experience in service operations, warranty administration, service billing, or aftersales support.
• Hands-on experience managing warranty claims with OEMs or suppliers, including documentation, follow-ups, and claim resolution.
• Experience working with job cards, work orders, and service invoicing, including labor, parts, and cost validation.
• Proven ability to coordinate across technical, operations, stores, and finance teams.
• Experience analyzing operational data and producing dashboards, reports, and performance summaries.

Skills & Attitude:

• Excellent documentation, reporting, and analytical skills.
• Strong communication and coordination abilities with OEMs, suppliers, and internal teams.
• Highly organized with a track record of process discipline.
• Ability to work cross-functionally with service, operations, parts, and finance teams.
• Customer-oriented mindset with high attention to detail.
• Self-starter, proactive, and adaptable in a start-up environment.