Warranty Administrator

Position Overview

 

The Warranty Administrator is responsible for accurately preparing, submitting, tracking, and reconciling warranty claims with manufacturers and distributors. This is a full-time, non-exempt position reporting to the Fixed Operations Manager.

 

Primary Responsibilities

 

• Process warranty claims accurately and promptly.
• Verify warranty documentation meets factory/distributor requirements.
• Reconcile warranty receivables and payments.
• Post credits to accounting schedules.
• Re-submit rejected claims or obtain authorization for write-offs.
• Follow up on unpaid or outstanding claims.
• Manage warranty parts tracking, disposition, and returns.
• Maintain required warranty and service records.
• Stay current on factory recalls, bulletins, and warranty policies.
• Assist with cashiering and telephone duties as needed.
• Respond to calls, emails, voicemails, and text messages.
• Perform additional duties assigned by management.
• Any other duties as assigned by management.

 

Key Skills & Competencies

 

• Proficient with:
  • Microsoft Word, Excel, and Outlook
  • Google Drive
  • Internet browsers
  • CDK dealership management system
• Strong organization and attention to detail.
• Excellent communication and teamwork skills.
• Ability to work under pressure while maintaining accuracy.
• Conflict resolution skills.
• Ability to work independently with minimal supervision.

 

Qualifications

 

• 2+ years of automotive dealership support experience preferred.
• Minimum typing speed of 8,000 KPH.
• Strong data entry accuracy (100% accuracy expectation).
• Basic math skills and ability to follow written and verbal instructions.
• Ability to read, write, and communicate effectively.

 

Physical Requirements

 

• Primarily office-based environment.
• Extended periods of sitting.
• Ability to walk throughout the dealership and transport documents.
• Ability to lift and carry up to 10 pounds.
• Occasional bending, stooping, and stretching.

 

Schedule Expectations

 

• Full-time position (40+ hours per week).
• Schedule based on service department needs.
• Overtime expected during:
  • Month-end close
  • Pay Period End Dates 9th & 24th
  • Inventory periods
  • Audits
• Additional scheduling flexibility may be required.

 

Employee Expectations

 

• Arrive 15 minutes before shift.
• Maintain a positive attitude and professional appearance.
• Keep workspace organized and clean.
• Demonstrate strong ethics and customer service.
• Maintain attendance and dependability.
• Support dealership culture and team goals.

 

Ideal Candidate Profile

 

Someone who is highly organized, detail-oriented, proficient with dealership software and Microsoft Office, comfortable with accounting reconciliations, and capable of managing warranty administration processes with a high degree of accuracy and accountability.