Warranty Administrator

Department: Service/Warranty

Reporting Structure: Centralized Warranty Manager / Director of Service

Purpose

The Centralized Warranty Administrator is responsible for the accurate review, processing, submission, and follow-up of warranty claims for all participating dealer locations. This role supports dealership profitability through compliant warranty administration and works closely with Service, Parts, and OEM partners to ensure timely claim payment and resolution.

Key Objectives

• Protect dealership revenue through accurate claim administration.
• Ensure compliance with OEM warranty requirements and policies.
• Minimize claim rejections and chargebacks.
• Maintain timely claim submission and follow-up.
• Support service departments with warranty-related inquiries and documentation requirements.
• Maintain consistent warranty processes across all dealer locations.

Core Responsibilities

Warranty Administration

• Review repair orders and supporting documentation for warranty eligibility.
• Submit warranty claims accurately and within OEM timelines.
• Verify labor operations, coding, service report quality, parts usage, and supporting documentation.
• Process claim corrections, re submissions, and adjustments as required.
• Reconciliation of warranty credits
• Monitor outstanding claims and pursue claim payment.
• Monitor warranty performance.
• Maintain accurate tracking of warranty part returns.

Compliance & Quality

• Ensure claims meet OEM and internal requirements.
• Maintain accurate warranty records and documentation.
• Support internal and OEM warranty audits.
• Identify and address documentation deficiencies prior to claim submission.
• Maintain warranty schedule

Communication

• Work closely with Service Managers, Advisors, Technicians, and Parts Personnel.
• Communicate claim issues and documentation requirements.
• Escalate complex warranty concerns to the Centralized Warranty Manager.
• Assist dealer locations and sub-dealers with warranty administration processes.

Reporting & Continuous Improvement

• Track submitted, paid, rejected, and outstanding claims.
• Review aging claims and assist with recovery efforts.
• Identify trends impacting claim acceptance and payment.
• Support standardization and continuous improvement initiatives.

Required Skills & Qualifications

• Previous service department experience required.
• Warranty administration experience in a heavy-duty truck, automotive, or equipment environment preferred.
• Experience with CDK dealership management systems considered an asset.
• Proficiency with Microsoft Excel, Word, and SharePoint.
• Strong attention to detail and organizational skills.
• Effective communication and problem-solving abilities.
• Ability to manage multiple priorities and meet deadlines.
• Ability to learn and navigate multiple computer systems and warranty portals.
• Comfortable working in both a team setting and independently.

Disclaimer: The duties, responsibilities, and workflows outlined in this role are not listed in order of importance and are subject to change based on business needs. Adjustments may occur as OEM or internal warranty policies are updated, new technologies emerge, or dealer network processes evolve.