Warranty Administrator

Houston, TX

Position Title: Warranty Administrator

Organization Level: Clerical

Organization: Warranty Department

Reports To: Warranty Manager

Position Purpose:

  An integral and vital part of the service department is the preparation, submission and recording of Warranty Claims. This position is crucial to achieve the highest customer satisfaction by performing his / her duties in accordance with current vendor practices and our company’s policies and procedures.

• This position is responsible for the preparation, coding and submission of all International and vendor warranty claims in a timely manner.

• Understands and insures compliance with all international and vendor policies and warranty procedures and insures proper documentation on all claims.

• Reconciles all warranty receivables with payments within the appropriate accounting schedule weekly.

• Posts all credits and charge backs in a timely manner.

• Follows up on payment of outstanding claims, not to exceed 60 days.

• Reviews warranty chargeback’s with warranty manager; resubmits rejected or underpaid claims if applicable with correct documentation.

• Follows up on parts that tested serviceable by the manufacturer with service manager.

• Notifies customer immediately for payment if chargeback reflects a non warrantable failure.

• Ensures that all warranty parts are clean, tagged, lube drained (if required) and capped prior to shipping requested parts.

• Keeps abreast of all warranty policy and product changes to maintain effectiveness in this role.

• Ensures that all warrantable repairs are documented, technicians’ comments are descriptive and precise and that the allotted time is noted prior to submission for closing.

• Tracks all warranty parts by tagging with R/0 number, date of replacement, and technician name or number.

• Boxes and ships all requested warranty parts to their designated locations.

• Scraps all warranty parts as required and keeps warranty parts retention area clean and neat and up to date for shipping and scrapping parts.

• Files and retains all warranty service records as required by the vehicle & engine manufacturers and component suppliers.

• Maintains a professional appearance and a safe, clean work environment.

• Attend all Service Staff meetings as required.

• Explain warranty coverage’s to customers if required.

Qualifications that a candidate MUST possess in order to gain consideration for this position:
Must be able to understand, communicate, and evaluate all vendors and Int’l. Warranty guidelines, approval processes and policies.

High degree of product and technical knowledge.

Must be a team player with a strong sense of commitment to the customer.

Must be self motivated and have good written and verbal communication skills.

Must conduct his / her self in a professional manner.

Must have superior problem solving skills to achieve a win-win solution.

Qualifications that are WANTED in a candidate:

The understanding and use of Microsoft programs and applications.

Good organizational skills

Good working knowledge of internal service, sales and parts policies and procedures.

The ability to communicate and work with our suppliers warranty counterparts and service representatives.

Strive for respect and teamwork within all departments

Have the ability to utilize ISIS when required.

Performance Goals:

Warranty Performance:

• International and Vendor claims over 60 days

• Accuracy of claim preparation and coding

• Fail to send days below national average

• Warranty Parts Return % above national average

• Warranty adjustment rate below 10%

CSP Customer Response:

• Overall satisfaction with Service Department

• Courteous treatment of service staff

• Friendliness of service staff
  This is not necessarily a list of all of the duties, responsibilities and requirements associated with this position. While the accountabilities noted herein are intended to be an accurate reflection of the current job, the dealership reserves the right to revise the functions and duties as circumstances change.
Category: Admin
Work with us: Apply Now


  • Accepted file types: doc, docx, pdf.