The Warranty Administrator is responsible for managing and processing warranty claims for International, Cummins, Isuzu, Allison, Eaton, Dana, and other OEM and vendor programs. This role ensures all claims are submitted accurately, comply with manufacturer requirements, and are reimbursed promptly. The position works closely with service advisors, technicians, parts personnel, manufacturers, and customers to maximize warranty recovery and maintain compliance.
Key Responsibilities
- Prepare, review, code, and submit warranty claims accurately and within required deadlines.
- Ensure compliance with all OEM and vendor warranty policies and procedures.
- Verify technician documentation, labor operations, and repair information before claim submission.
- Reconcile warranty receivables and payments on a weekly basis.
- Post warranty credits, debits, and chargebacks in a timely manner.
- Monitor outstanding claims and follow up on unpaid claims exceeding established aging targets.
- Review denied or underpaid claims and resubmit with corrective documentation when applicable.
- Coordinate with service management regarding chargebacks, rejected claims, and serviceable returned parts.
- Notify customers when repairs are determined to be non-warrantable and payment is required.
- Manage warranty parts retention, storage, tagging, shipment, and disposal in accordance with manufacturer requirements.
- Maintain organized warranty records and supporting documentation for audit compliance.
- Communicate warranty updates, policy revisions, and procedural changes to service personnel.
- Assist with inbound service department phone calls when needed.
- Participate in departmental meetings and training sessions.
- Maintain a professional, safe, and organized work environment.
Preferred Qualifications
- Experience in warranty administration, dealership service operations, or heavy-duty truck service.
- Knowledge of International, Cummins, Allison, Eaton, Dana, and OEM warranty procedures.
- Strong computer skills and ability to work with dealer management systems.
- Excellent organizational skills and attention to detail.
- Effective communication and customer service abilities.
- Ability to manage multiple priorities and meet deadlines.