Automotive Warranty Administrator

Position Summary

The Warranty Administrator is responsible for the accurate and timely submission, tracking, and management of all manufacturer warranty claims for the dealership. This position requires strong attention to detail, a thorough understanding of manufacturer warranty policies and procedures, and effective coordination across departments to ensure proper and timely reimbursement.

The Warranty Administrator is responsible for maintaining compliance with manufacture and dealership standards, ensuring documentation is complete and accurate, and keeping warranty records audit-ready. The ideal candidate is highly organized, detail-oriented, dependable, and able to manage a high volume of claims while maintaining accuracy, confidentiality, and accountability in a fast-paced dealership environment.

Key Responsibilities

Warranty Processing & Compliance

• • Prepare, submit, and follow up on all manufacturer warranty, policy, and goodwill claims in accordance with manufacture requirements, procedures, and submission deadlines.
  • Review repair orders prior to claim submission to ensure all required documentation is complete, accurate, and compliant, including technician notes, diagnostic documentation, photographs, parts records, sublet invoices, and other supporting materials.
  • Track submitted claims through payment and promptly address rejected, suspended, or unpaid claims to ensure maximum and timely reimbursement to the dealership.
  • Monitor warranty charge backs, debits, and claim adjustments; research discrepancies, identify root causes, and work with the appropriate departments to resolve issues and prevent recurrence.
  • Maintain complete, organized, and audit-ready warranty records in accordance with manufacturer and dealership retention requirements.
  • Coordinate and respond to manufacturer warranty audits, field reviews, and requests for documentation, ensuring information is provided accurately and within required timelines.
  • Stay current with manufacturer warranty policies, bulletins, labor operations, documentation requirements, and procedural changes, and communicate relevant updates to service management, advisors, technicians, and parts personnel.
  • Work closely with the Service and Parts departments to identify documentation or process deficiencies and ensure warranty repairs meet manufacturer requirements before claim submission.
  • Maintain a high level of accuracy and attention to detail while managing a high volume of warranty claims and protecting the dealership from unnecessary claim losses and charge backs.

Qualifications

Required

• • 2+ years of warranty administration with proven Ford/Lincoln or Mazda experience in an automotive dealership environment.
  • Demonstrated knowledge of manufacture warranty policies, claims systems, and audit procedures.
  • Strong attention to detail with the ability to manage multiple claims and deadlines simultaneously.
  • Proficiency with Microsoft Excel.
  • Excellent written and verbal communication skills.
  • Ability to operate independently in a fast-paced, high-volume service department.

Key Competencies

• • Accuracy and accountability
  • Regulatory and manufacture compliance mindset
  • Time management and prioritization
  • Professional discretion and judgment
  • Collaborative, service-oriented approach

Compensation & Benefits

• • Competitive compensation commensurate with experience.
  • Comprehensive benefits package includes: monthly bonus, health insurance, 401(k), paid time off and purchase discounts.