Are you a detail-oriented professional who thrives on accuracy, organization, and customer service? Do you enjoy solving problems, managing multiple priorities, and working with cross-functional teams to ensure nothing falls through the cracks?
We are seeking a Warranty and Extended Coverage Administrator to play a critical role in managing manufacturer warranty claims, extended coverage programs, and equipment records for both rental and customer-owned equipment. In this position, you'll work closely with Service, Sales, Accounting, Operations, manufacturer representatives, and customers to ensure claims and coverage transactions are processed accurately, efficiently, and in compliance with company and manufacturer requirements.
This is an excellent opportunity for someone who enjoys a blend of administrative expertise, analytical thinking, and customer support within the heavy equipment, dealership, or service industry.
COMPENSATION & BENEFITS
Compensation*: $65,000-$75,000 USD
- Estimated target starting compensation; final compensation will be determined based on an assessment of an individual's qualifications, education, and experience relevant to the role.
Benefits: Full-time salaried exempt employees are eligible for ML Holdings benefits, as outlined in the plan documents. Available benefits include medical, dental, and vision insurance, life insurance, supplemental life insurance, 401(K) with company match. Other benefits include paid holidays and accrued PTO time.
What You'll Do
Warranty Administration
- Process manufacturer warranty claims and supporting documentation accurately and within required deadlines.
- Verify warranty eligibility, labor and parts coverage, repair documentation, and claim requirements.
- Prepare, submit, track, and reconcile warranty claims, settlements, credits, and related transactions.
- Invoice and close warranty work orders while monitoring open items and work-in-process activities.
- Coordinate manufacturer return goods authorizations (RGAs) and shipment tracking when required.
- Maintain complete claim records, supporting documentation, and audit-ready files.
- Serve as a resource for branch personnel, Service teams, and customers regarding warranty status and requirements.
Extended Coverage Administration
- Review equipment eligibility for extended coverage programs before enrollment deadlines expire.
- Prepare coverage quotations and explain available options to Sales teams and customers.
- Create purchase orders and coordinate payments with Accounts Payable.
- Purchase, modify, and maintain extended coverage contracts.
- Track coverage effective dates, renewals, expirations, contract terms, and equipment status.
- Communicate upcoming deadlines, missing information, and potential coverage risks to stakeholders.
Equipment Data & Administrative Support
- Maintain equipment ownership, delivery, start-up, inspection, warranty, and product-update information in company and manufacturer systems.
- Update equipment records, machine information, serialized components, and optional parts to ensure data integrity.
- Open and monitor product-update work orders through completion.
- Generate recurring and ad hoc reports related to claims, recoveries, coverage status, renewals, and work order activity.
- Ensure records are retained and maintained in accordance with company policies.
- Identify opportunities to improve processes, reduce errors, and increase operational efficiency.
What We're Looking For
Required Qualifications
- High school diploma or GED, or equivalent combination of education and experience.
- Minimum of 2 years of experience in warranty administration, service administration, equipment support, dealership operations, accounting support, fleet administration, or a related field.
- Strong attention to detail and commitment to accuracy.
- Proficiency with Microsoft 365 applications, especially Excel, Outlook, and Word.
- Ability to manage multiple priorities and meet recurring deadlines.
- Strong communication and customer service skills.
- Ability to work independently while collaborating across departments.
- Sound judgment, professionalism, and confidentiality in handling sensitive information.
Preferred Qualifications
- Associate degree in Business Administration, Accounting, Equipment Technology, or a related field.
- Experience in heavy equipment, construction equipment, dealership, rental, or field-service operations.
- Prior experience processing manufacturer warranty claims and/or administering extended service contracts.
- Experience using WebMIA, Prosis, Tech Tool, ERP systems, dealer management systems, or manufacturer portals.
- Intermediate Excel skills, including lookups, pivot tables, filtering, and data reconciliation.
Why Join Us?
You'll be part of a team that values accuracy, accountability, collaboration, and continuous improvement. Your work directly impacts customer satisfaction, branch performance, equipment profitability, and operational success. If you're someone who takes pride in getting the details right and enjoys supporting a fast-paced operation, we'd love to hear from you.
Work Environment
- Professional office environment with regular interaction across branch and corporate teams.
- Monday-Friday schedule with standard business hours.
- Occasional flexibility may be needed to support month-end processes, claim deadlines, or manufacturer requirements.
- Limited travel may be required for occasional training, branch visits, or manufacturer events.
Physical Requirements
- Ability to work at a computer for extended periods.
- Ability to move throughout office and branch environments as needed.
- Ability to communicate effectively in person, by phone, and through electronic communications.
- Ability to occasionally lift or move items weighing up to 25 pounds.
Equal Opportunity Employer
We are committed to creating an inclusive workplace where all employees are respected, valued, and given opportunities to succeed. Qualified applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic.