Description:
Description
The Warranty Administrator prepares, submits, and tracks warranty repair orders and claims according to Arrowhead BMW and manufacturer policies. They are responsible for the accuracy and timeliness of these items to ensure the service department receives proper credit and monies due.
The Warranty Administrator is supervised by the Service Director.
Essential Functions and Duties
Repair Orders
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Prepare warranty repair orders with accuracy, legibility, and compliance to the manufacturers’ warranty policies and procedures as outlined in appropriate manufacturers’ Warranty Policy and Procedure Manuals.
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Return improperly completed repair orders to the person originating the document for correction and/or completion as necessary.
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Determine and enter the applicable labor operation codes, failure codes, and/or other required administrative data on the repair orders.
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Book the appropriate technicians for the hours earned on the operations performed. Up-flag and back-flag as appropriate, informing the technician and department management of adjustments as they occur.
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Check each repair order against the vehicles’ service history to avoid processing duplicate claims or submitting claims for shop comebacks.
Warranty Claims
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Process all warranty claims in a timely manner, as the repair orders are closed.
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Review and process all returned/rejected/adjusted warranty claims, track each claim until its final resolution.
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Contact the appropriate warranty claims representative regarding any claims requiring additional authorization or for claims requiring special assistance.
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Maintain a record of all claims submitted, returned/rejected, or paid and their current status.
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Become familiar with and administer the manufacturers and after-market warranty company policies and procedures.
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Establish and maintain positive and productive relationships with the manufacturer’s representatives and the representative of any approved aftermarket company with which the dealership conducts business.
Other Responsibilities
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Report any abuse or possible fraudulent manipulation of warranty claims or repairs to department management.
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Monitor the use of special warranty programs for diagnosis time, straight time repairs, etc. for abuse by the service sales and /or technical staff.
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Ensure that all deductibles are properly documented so they are collected from the customer at the time of delivery.
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Establish and maintain a record and control of the physical inventory of parts to be returned, inspected, or scrapped by the manufacturer.
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Provide a daily report to the Service Manager regarding claims status. Point out any claims requiring special attention.
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Answer phones promptly and in a friendly manner.
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Other duties as assigned.
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Constructively communicate with other dealership personnel as required to satisfy customer needs.
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Report to management any situation or condition that jeopardizes the safety, welfare, or integrity of the dealership, its personnel, or customers.
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Maintain personal grooming, hygiene, and uniform standards according to departmental policies.
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Arrive at work, take breaks, and depart work at the times designated by management.
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Attend meetings and trainings as scheduled.
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Ensure that work areas and customer waiting areas are kept clean.
Requirements:
Requirements
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High school graduate or equivalent
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18 years or older
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Possess an acceptable driving record and valid driver’s license in state of residence
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A criminal history background check will be conducted prior to beginning employment
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Clear pre-employment drug screen
