Warranty Administrator

Job summary

The Warranty Administrator is responsible for the accurate review, processing, and submission of warranty claims to ensure dealership profitability and OEM compliance. They also monitor claim performance, manage part returns, and provide support to service departments regarding documentation requirements.

Job details

WARRANTY ADMINISTRATOR Department: Service/Warranty Reporting Structure: Centralized Warranty Manager / Director of Service PURPOSE The Centralized Warranty Administrator is responsible for the accurate review, processing, submission, and follow-up of warranty claims for all participating dealer locations. This role supports dealership profitability through compliant warranty administration and works closely with Service, Parts, and OEM partners to ensure timely claim payment and resolution. KEY OBJECTIVES * Protect dealership revenue through accurate claim administration. * Ensure compliance with OEM warranty requirements and policies. * Minimize claim rejections and chargebacks. * Maintain timely claim submission and follow-up. * Support service departments with warranty-related inquiries and documentation requirements. * Maintain consistent warranty processes across all dealer locations. CORE RESPONSIBILITIES Warranty Administration * Review repair orders and supporting documentation for warranty eligibility. * Submit warranty claims accurately and within OEM timelines. * Verify labor operations, coding, service report quality, parts usage, and supporting documentation. * Process claim corrections, re submissions, and adjustments as required. * Reconciliation of warranty credits * Monitor outstanding claims and pursue claim payment. * Monitor warranty performance. * Maintain accurate tracking of warranty part returns. Compliance & Quality * Ensure claims meet OEM and internal requirements. * Maintain accurate warranty records and documentation. * Support internal and OEM warranty audits. * Identify and address documentation deficiencies prior to claim submission. * Maintain warranty schedule Communication * Work closely with Service Managers, Advisors, Technicians, and Parts Personnel. * Communicate claim issues and documentation requirements. * Escalate complex warranty concerns to the Centralized Warranty Manager. * Assist dealer locations and sub-dealers with warranty administration processes. Reporting & Continuous Improvement * Track submitted, paid, rejected, and outstanding claims. * Review aging claims and assist with recovery efforts. * Identify trends impacting claim acceptance and payment. * Support standardization and continuous improvement initiatives. REQUIRED SKILLS & QUALIFICATIONS * Previous service department experience required. * Warranty administration experience in a heavy-duty truck, automotive, or equipment environment preferred. * Experience with CDK dealership management systems considered an asset. * Proficiency with Microsoft Excel, Word, and SharePoint. * Strong attention to detail and organizational skills. * Effective communication and problem-solving abilities. * Ability to manage multiple priorities and meet deadlines. * Ability to learn and navigate multiple computer systems and warranty portals. * Comfortable working in both a team setting and independently. Disclaimer: The duties, responsibilities, and workflows outlined in this role are not listed in order of importance and are subject to change based on business needs. Adjustments may occur as OEM or internal warranty policies are updated, new technologies emerge, or dealer network processes evolve.

What you’ll do

The Warranty Administrator is responsible for the accurate review, processing, and submission of warranty claims to ensure dealership profitability and OEM compliance. They also monitor claim performance, manage part returns, and provide support to service departments regarding documentation requirements.

Requirements

Candidates must have previous service department experience, with preference given to those with warranty administration experience in heavy-duty truck or automotive environments. Proficiency in Microsoft Office and dealership management systems like CDK is required, along with strong organizational and communication skills.

Listed skills

• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Problem solving · Preferred
• Reporting · Preferred
• Technical Documentation · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Warranty administration
• Claim processing
• Service department operations
• CDK dealership management systems
• Microsoft Excel
• Microsoft Word
• Microsoft SharePoint
• Attention to detail
• Organizational skills
• Communication
• Problem-solving
• Data reconciliation
• Compliance monitoring
• Reporting
• Technical documentation
• Operations
• Problem Solving
• Workflow Management
• Continuous Improvement Process
• Detail Oriented
• Organizational Skills
• Auditing
• Effective Communication
• Ability To Meet Deadlines
• Reconciliation
• Chargeback
• Dealership Management Systems

Job areas

• Administrative
• Customer Service & Support
• Transportation
• Management & Leadership
• Manufacturing
• Warranty Administrator
• Contracts Administrator
• Buyers
• Purchasing Agents, Except Wholesale, Retail, and Farm Products
• Buyers and Purchasing Agents

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