Warranty Administrator - Heavy Duty Truck Dealership

Warranty Administrator

The Warranty Administrator assists the Warranty Team & Service Manager in the day-to-day operation of the Service Department's warranty recovery. The Warranty Administrator organizes and maintains the paperwork flow, repair order closing, claims filing, failed parts dispositions, and claims reconciliations in a professional, timely manner.

The Warranty Administrator reports directly to the Warranty Corporate Manager and receives additional guidance and support from the service department personnel. The Warranty Administrator will communicate with others in the organization including the Parts Managers, Sales Persons and Director of Service as his / her course of duties relate to the accomplishment of directives, objectives, and communication of the status of ongoing affairs.

The Warranty Administrator will work closely with the other dealership personnel in parts, sales & admin. coordinating with them the various aspects of warranty claim submission requirements.

The Warranty Administrator will also work closely with personnel of our service departments, including Service Managers / Technicians, coordinating repair orders to maximize claims recovery and minimize delays in repair order and claim processes.

Duties and responsibilities include :

• Maintain proper work flow.
• Close repair orders within 2 days of receipt of repair order.
• File claims to the appropriate OEM the same day as the repair order is closed.
• Log into warranty inventory all failed warranty parts replaced during the repair process.
• Return failed parts to the OEM vendor the same day the parts are requested by the OEM.
• Purge stored warranty parts from the storage trailer on a planned, regular basis.
• Reconcile each warranty claim the same day the warranty credit memo is received from the OEM.
• Coordinate with the rear parts counter that all parts for each repair are charged out on repair order.
• Make certain that any COD customer does not leave the dealership with any portion of a warranty repair remaining unpaid.
• Maintain warranty receivable schedules.
• File closed warranty repair order on a daily / weekly basis.
• Maintain a current Recall Binder for each OEM for the service counter and the warranty desk.
• Handle overflow phone calls to the service department.
• Charge out parts and lubricants in the service department's inventory on correct repair orders.
• Understand and follow federal, state, and local regulations regarding disposal of hazardous waste, OSHA, MSDA, right-to-know, etc.
• Greet all customers in a friendly and timely manner.
• Open and close repair orders as needed.
• Handle routine warranty inquiries from customers and service department.
• Close repair orders at recommended SRT times.
• Bring repair orders that exceed by 20% of the SRT guides to the Warranty Manager & Service Manager's attention.
• Work with the credit department to maintain proper claims reconciliation for each claim.
• Obtain purchase orders from each customer as needed (both internal, external, and warranty).
• Utilize internal software platform for communication.
• Assist with the Service Team's duties as needed.

Requirements / experience :