Warranty Administrator

We are seeking a detail-oriented and organized Warranty Administrator to support our Warranty Operations team. This role is responsible for processing warranty claims, maintaining accurate records, and ensuring timely claim submissions to manufacturers and dealer network.

The ideal candidate enjoys working with data, has excellent organizational skills, and can manage a high volume of administrative tasks while maintaining accuracy and attention to detail. This position plays a key role in supporting warranty operation efforts and maintaining compliance with manufacturer warranty requirements.

• Process warranty claims in accordance with manufacturer guidelines and company procedures.

• Review repair orders, service reports, technician notes, and supporting documentation for completeness and accuracy.

• Enter labor, parts, and failure information into warranty management systems and OEM portals.

• Upload required supporting documents, photographs, and service records.

• Monitor claim status and follow up on pending approvals, denials, and payments.

• Communicate with service locations and internal stakeholders to obtain missing information and resolve claim discrepancies.

• Maintain organized and accurate warranty records and claim files.

• Assist with warranty campaigns, recalls, projects, and reporting.

• Support warranty recovery efforts by tracking outstanding claims and reimbursements.

• Ensure compliance with warranty policies, procedures, and manufacturer requirements.

• High School Diploma or equivalent.

• 1+ years of administrative, service support, claims processing, data entry, or related experience.

• Strong data entry and administrative skills.

• Excellent attention to detail and accuracy.

• Strong organizational and time management skills.

• Proficiency in Microsoft Office, including Excel, Outlook, and PowerPoint.

• Strong computer proficiency and the ability to confidently navigate multiple software platforms and web-based applications.

• Ability to quickly learn and adapt to new systems, applications, and manufacturer warranty portals.

• Ability to manage multiple priorities in a fast-paced environment.

• Strong written and verbal communication skills.

• Self-motivated with the ability to work independently and as part of a team.

• Previous experience in warranty administration, service administration, claims processing, or a related administrative role.

• Experience working with ERP systems, dealer management systems, or manufacturer warranty portals.

• Experience in the transportation, trucking, heavy equipment, construction equipment, agricultural equipment, or industrial equipment industries.

• Technical knowledge of heavy equipment, diesel equipment, automotive or related industries is a plus.

• Bilingual (English and Spanish) is a plus.

• Data Entry Accuracy

• Attention to Detail

• Computer and System Proficiency

• Organization and Documentation Management

• Problem Solving

• Customer Service Orientation

• Time Management

• Communication Skills

• Process Compliance

• Team Collaboration

• Consistently process claims accurately and on time.

• Maintain complete and organized warranty documentation.

• Support timely reimbursement and warranty recovery efforts.

• Minimize claim rejections caused by incomplete information.

• Build effective working relationships with dealer network and manufacturers.

• Contribute to continuous improvement of warranty processes.

• Become a trusted resource for claim administration and warranty support activities.

This position is more than an administrative role. It is an opportunity to build a career in Warranty Operations while gaining exposure to service operations, manufacturer relations, claims management, warranty recovery, product campaigns, and process improvement initiatives.

The successful candidate will work closely with experienced warranty professionals and develop skills that can lead to future opportunities within the organization. Team members who demonstrate strong performance, initiative, and technical aptitude may have opportunities to progress into roles with greater responsibility, including Warranty Coordinator, Warranty Specialist, or other operational support positions.