Position Summary
The Warranty Claims Administrator manages the full lifecycle of warranty claims — from preparation and submission through reconciliation and payment — ensuring accuracy, compliance with factory/distributor requirements, and timely reimbursement. This role works closely with the parts, service, and rental teams to keep warranty repairs on schedule and properly documented.
Key Responsibilities
Claims Processing
- Prepare, record, and submit warranty claims to the applicable factory or distributor in a timely manner
- Verify that each claim meets manufacturer or distributor eligibility criteria before submission
- Compile complete and accurate supporting documentation, including labor times, parts, and repair details
Reconciliation & Follow-Up
- Reconcile warranty receivables against payments received, per the appropriate accounting schedule
- Post credits and adjustments accurately in the dealership management system
- Track outstanding claims and follow up proactively on unpaid or delayed reimbursements
- Investigate and resubmit rejected claims promptly, or secure proper authorization to write them off
Compliance & Industry Awareness
- Stay current on factory recalls, technical service bulletins, and changes to warranty policy
- Ensure all documentation meets audit and compliance standards
Cross-Department Support
- Coordinate with parts and service staff to confirm repair details align with claim requirements
- Partner with the rental manager to keep warranty-related rental timelines on track
- Assist with body shop warranty claims as needed
- Provide general clerical support to the fixed operations manager or controller as directed
Qualifications
- Prior experience with warranty claims processing, dealership accounting, or automotive service administration preferred
- Strong attention to detail and comfort working with numerical/financial data
- Familiarity with dealership management systems (DMS) and manufacturer claims portals a plus
- Strong organizational skills and ability to manage multiple claims/deadlines simultaneously
- Clear written and verbal communication for coordinating across departments and with factory/distributor reps
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible schedule
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
