Warranty Administrator

Warranty Administrator

Requirements

• High School Diploma or GED required.
• Strong confidentiality and multitasking skills.
• Excellent customer service skills
• Experience in meeting deadlines.
• Previous dealership experience preferred

Responsibilities

• Verify all proper client information on repair orders, signatures are present and manager has signed off on any necessary areas of the RO (add ons, additional labor time, etc.) as outlined by the manufacturer.
• Reviews repair orders turned in by technicians to ensure that assigned work has been performed and the repair order has been completed properly.
• Advises management of repetitive shortages so that corrective action can be taken.
• Calculate time it takes to complete a specific job and verify appropriate parts are used and that labor recorded on R.O. corresponds with services rendered.
• Book RO by locating all labor operations and pay technicians appropriately and ensure correct parts are charged out on RO’s that support those repairs.
• Ensure all documentation is present on RO (VIN information, and loaner/rental agreements if being reimbursed, recalls/campaigns).
• Build damage code and insert into warranty claims after booking to prepare claim for proper submission to warranty company.
• Properly submit all claims with correct labor ops and parts (make sure correct scopes or levels of campaigns are being claimed against what the tech claims to have performed).
• Monitor all returned or denied claims to gain clarification on needed items to get claim paid.
• Monitor comebacks and KPI/Warranty Key Performance Indicators.
• Contact appropriate warranty claims rep regarding claims requiring special authorization.
• Provide warranty coverage and policy information to technicians, service advisors, and other dealership personnel.
• Keep up to date on warranty policies and procedures
• Keep up-to-date on all information pertinent (e.g., factory recalls, bulletins, etc.) to the Warranty Administrator position.
• Communicate with techs when more detail is needed to ensure everyone is being paid appropriately for work performed.
• Communicate potential issues with management and other departments when noticing issues in warranty repairs or documentation.
• Collecting and processing receivables from extended warranties.
• Maintain an accurate filing system of open claims holding for credit and authorization.
• Maintain a record of outstanding claims submitted, rejected, returned or paid.
• Build and maintain labor operations database in the DMS

Preferred Qualifications

• A team-first always perspective with a desire to win together attitude.
• An innate desire to help others in all ways possible.
• Dedicated to creating meaningful outcomes in everything you do.
• Welcomes difference by seeking, listening, and learning from diverse perspectives.
• Authentically communicates with transparency, empathy, and kindness.
• Forever curious and motivated by a passion for continuous improvement.