About your role:
The Warranty Administrator is responsible for ensuring the warranty department collaborates with service and parts managers to comply with manufacturer warranty policy and procedure.
Essential Duties and Major Responsibilities:
- Books warranty repair orders and submits claims of manufacturer warranty.
- Maintains receivables schedules; processes service contract claims submissions and ensures appropriate follow-up.
- Works closely and effectively with teams of technicians, service writers, and supervisors.
- Coordinates with vendors and manufacturers to ensure prompt receipt and shipment of replacement parts.
- Communicates with Service Advisors to define the scope of a warranty claim.
- Processes all warranty paperwork to ensure proper documentation and to verify criteria.
- Reconciles all warranty receivables and works with the accounting department to obtain payments; keeps track of all services and customer records as required by the warrantor.
- Stays abreast of all factory recall announcements and procedures and establishes and builds positive relationships with the manufacturers’ designated warranty representatives and the representatives of any aftermarket warranty company with which the dealership conducts business.
- Reviews every warranty repair order is written for proper completion, accuracy, and legibility according to the applicable policies and procedure manuals.
- Determines the applicable labor operation code, failure codes, and/or other administrative data required and enter them on orders.
- Ensures that all deductibles are appropriately documented, so they are collected from the customer at the time of repair completion/delivery.
- Review all returned and/or rejected warranty claims and prepare the repair orders for immediate resubmission.
- Maintains a record of all claims submitted, returned/rejected, and paid and their current status.
- Establishes and maintains a record and control of the physical inventory of parts to be returned, inspected, or scrapped by the manufacturer or other warranty authority.
- Provides a weekly report to the Service Manager regarding claims status.
- Reports to management any situation or condition that jeopardizes the safety, welfare, or integrity of the dealership, its employees, or customers.
- Assists with other duties as assigned.
- Follow scheduled hours as needed, defined by your manager.
Education:
- High school diploma or equivalent is required.
Type of Experience Needed to be Successful:
- 1-2-years of dealership, service, or parts warranty experience is preferred.
- General accounting knowledge highly preferred.
Specialized Skills:
- Ability to logically identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to complex problems and incorporate an understanding of new information to implement productive and cost-effective solutions.
- Excellent interpersonal communication abilities include giving full attention to what other people are saying, asking appropriate questions, managing and understanding others’ reactions, and resolving issues in a professional/tactful manner over the phone and in person.
- Must maintain a valid state driver’s license to drive any customer or company vehicle.
- Proficiency in using computers, Dealer software, Windows OS, Microsoft Excel, and Microsoft Outlook.
- Experience managing multiple small and large projects at any given period.
- Maintains a working knowledge of administrative/clerical procedures and systems.
- Works with multiple departments and vendors to complete duties and reconcile differences.
Supervisory Expectations:
- The position has no regular responsibility for overseeing or supervising the work of other team members.
Independence of Action:
- Supervisor/manager monitors work progress; the incumbent follows precedents and procedures and may set priorities and organizes work within general guidelines established by supervisor/manager.
Physical Demands and Work Environment: (The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “occasionally” means up to ⅓ of working time, “regularly” means between ⅓ and ⅔ of working time, and “frequently” means ⅔ and more of working time.) The work environment is a typical automotive retail dealership environment. The employee must complete their work satisfactorily in an environment with significant distractions, including staff, clients, and vendors walking through and conversing, telephone ringing, conversations carrying over, loud noises, and interruptions to answer questions from others.
- The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. In many cases, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl.
- The employee must regularly lift and/or move up to 15 pounds and should do so soundly and safely. This job’s specific vision abilities include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Core Competencies:
- Oral Communication and Written Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information. Ability to communicate with clients or customers.
- Teamwork - Balances team and individual responsibilities; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed. Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting.
- Reasoning and Problem Solving - Using logic and reason to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems, identify complex problems, and review related information to develop and evaluate options and implement solutions.
- Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
- Detail Oriented – Consistently checks and rechecks work product for accuracy. Prepares accurate and thorough reports, emails, and data as required by the position. Able to manage multiple tasks while accurately performing essential job functions.
Job Type: Full-time
Pay: $20.00 - $26.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Schedule:
Ability to commute/relocate:
- Littleton, CO 80121: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Computer skills: 1 year (Preferred)
Work Location: In person
