Warranty administrator

The Warranty Administrator is responsible for communicating with manufactures, securing/orchestrating replacement parts and/or repairs for defective merchandise. The Warranty Administrator role serves as a key liaison between customers, technicians, manufacturers, and the service department. This position is responsible for writing and managing repair orders, processing customer payments, and handling warranty claims from submission through resolution. The ideal candidate is organized, customer-focused, and comfortable working in a fast-paced dealership environment.

Essential Job Duties and Responsibilities:

• Ensures that Warranty Claims have all required documents to be submitted for all branches.
• Process warranty registrations on a timely basis.
• Maintains compliance with policies and procedures as they relate to each specific manufacture.
• Ensures that every claim is submitted within the deadline.
• Ensures that we are paid in full for claims that are submitted.
• Contributes to any type of warranty training for the Service Department.
• Ensures that customers out of state are going through the Warranty Administrator for any approvals.
• Maintains professional communications between customers and employees.
• Ensures that all responsibilities are being managed and organized.
• Provides timely and accurate reports as requested by management.
• Communicate with Service Technicians across all branches.
• Maintain relationships with 3rd party vendors.
• Participates in any other duties as assigned or requested.
• Write accurate and detailed repair orders based on customer concerns, technician findings, and service recommendations.
• Collect customer payments and process invoices in accordance with dealership procedures.
• Assist service writers with quoting, scheduling and customer calls.
• Ensure compliance with manufacturer warranty policies and dealership standards.
• Provide ongoing warranty follow-up support to customers as needed.

Knowledge, Skills and Experience required (unless otherwise noted):

• Previous experience as a service writer, warranty administrator, or similar role preferred.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Attention to detail and accuracy in documentation.
• Ability to multitask and prioritize in a busy service environment.
• Basic knowledge of automotive or commercial vehicle repair terminology preferred.
• Proficiency with dealership management systems and basic computer applications.