Warranty Administrator - Cambridge Corporate

Location: Cambridge, ON (On Site)

Position Type: Permanent Full-Time

Reporting: Fleet Purchasing Manager

Start Date: As Soon As Possible

Hours: Monday to Friday, 8:00am – 5:00pm

Compensation: $65,000 - $75,000 per annum

About Miller Waste Systems:
Miller Waste Systems Inc. has been in operation since 1961. As a proudly Canadian, privately owned and operated Waste Company, Miller Waste is a leader in waste management and diversion, providing governments and industries with a wide range of services in the province of Ontario, Nova Scotia, New Brunswick, and Manitoba, and currently operates out of more than 30 locations.

Our people are our number one asset and together we are working towards achieving our vision to be the most trusted, most operationally excellent integrated waste provider in North America.

Join us and become a part of the Miller Waste team and be a part of something great, where you can make a difference.

Summary:
A Warranty Administrator is responsible for the end-to-end management of all warranty claims for our waste collection fleet, off-road equipment, stationary equipment, and parts. The ideal candidate is a detail-oriented, analytical professional with a strong background in fleet maintenance, a deep understanding of warranty processes, and excellent negotiation skills. This position is critical to minimizing operational costs, reducing downtime, and ensuring the long-term reliability of our assets.

**Responsibilities:**Warranty Claims Management:

• Oversee the entire lifecycle of all warranty claims, from initial identification of a warrantable failure to final payment or credit from the vendor.
• Review work orders to determine eligibility for warranty coverage based on manufacturer terms and conditions.
• Provide leadership to sites while working directly with technicians and parts/maintenance coordinators to ensure all necessary documentation is collected accurately and submitted in a timely manner.
• Work with parts/maintenance coordinators to submit and track claims through various manufacturer portals and systems, ensuring all deadlines are met.
• Provide Corporate oversight to all locations on claims process and dispute resolution.

Supplier & Manufacturer Relations:

• Act as the primary liaison between Miller and vendors regarding all warranty-related matters.
• Negotiate with vendors to resolve disputed or denied claims, appealing decisions when appropriate to maximize cost recovery.
• Foster strong working relationships with key supplier contacts to improve communication and streamline the claims process.

Performance Analysis & Reporting:

• Analyze warranty data to identify trends in equipment failures, common defects, and areas for improvement in fleet specifications.
• Develop and present regular reports on warranty performance fleet-wide, including key metrics such as claim volume, approval rates, recovery percentages, and total dollars recovered.
• Provide strategic recommendations based on data analysis to reduce recurring issues and inform future purchasing decisions on manufacturers, specifications, and extended warranty coverage.

Process and Policy Standardization:

• Work with our team to design, implement, and maintain standardized warranty claim procedures to ensure consistency and efficiency across all locations.
• Assist with training programs on proper warranty documentation and submission protocols utilizing VMRS code system.
• Maintain an organized system for all warranty records, including correspondence, approvals, and financial transactions.

Financial Accountability:

• Review warranty recovery budget performance, providing regular updates and forecasts.
• Liaise with Equipment Managers on warranty claim performance and impact to operating budgets and forecasts.
• Ensure all financial transactions related to warranty claims are accurately reconciled with the Finance Department.

Deliverables:

• Claim Submission & Tracking: Optimize and enhance processes to ensure all eligible warranty claims are submitted within the required timeframes while tracking their status from submission to recovery.
• Performance Reports: Regular reports on warranty performance metrics, including claim volume, approval rates, average claim value, and total warranty dollars recovered.
• Trend Analysis & Recommendations: Detailed analyses of warranty data that identify and highlight common issues with specific vehicle models or components. These reports should include actionable recommendations to reduce future warranty claims.
• Standardized Procedures: Maintain a comprehensive manual of standard operating procedures for the warranty claims process. This document should outline how to identify, document, and submit claims and is a tool for training new employees.
• Supplier Performance Scorecard: A system or scorecard that evaluates manufacturer and supplier performance based on their warranty claim approval rates, processing times, and overall responsiveness.
• Budget & Financial Forecasts: Regular updates on the warranty budget, including forecasts of future warranty recoveries

Competencies & Qualifications:

• Proven experience in a warranty management or claims processing role, ideally within the transportation or waste management industry.
• VMRS code certification or knowledge.
• Post-secondary education in a related field is preferred.
• A combination of relevant experience and certifications will also be considered.
• 310T or 310S certification is not required but would be considered an asset.
• Strong analytical and problem-solving skills with the ability to interpret complex data and identify trends.
• Exceptional negotiation and communication skills, both written and verbal.
• Proficiency with fleet management software and manufacturer-specific warranty portals.
• High level of proficiency with Microsoft Office Suite, particularly Excel, for data analysis and reporting.
• Excellent organizational skills and attention to detail.
• Ability to work independently and manage multiple priorities in a fast-paced environment.

Posting closing date: This posting will remain active until it has been filled.

We realize that you may not feel you have every qualification listed and that working to secure a career can be stressful. If you feel that you meet most of the company’s needs and that your passion for your work adds value to a growing company, we would still love to hear from you.

Miller Waste Systems is committed to equity, diversity and inclusivity in the workplace, we welcome applications from women, racially visible individuals, people with disabilities, indigenous peoples, and LGBTQ2S+ persons.

We are committed to providing person with disabilities with equal opportunities and standards of goods and services and are fully compliant with applicable provincial Disabilities Acts.

Miller Waste Systems strives to be an employer of choice. As a proudly Canadian, privately owned and operated Waste Company we have over 60 years’ experience of providing quality service to all our customers. We have been successful in achieving this goal by providing a family and employee centric environment at all our locations. We provide industry leading work environment and compensation, benefits, and pension programs.