Warranty Administrator

Summary

Prepares, records and submits warranty claims to the factory and/or distributor and reconciles them accordingly.
 

Essential Duties

• Reviews, prepares, and submits Warranty Claims to the manufacturer. A Warranty Administrator must ensure all manufacturer processes and policies are adhered to for factory paid repairs.
• Reviews completed work orders and verifies that the appropriate supporting information is entered on the claim prior to submission
• The Warranty Administrator also verifies that technicians enter accurate and complete descriptions of each repair on the hard copy, including:
• Required time recording
• Approval Codes
• Causal part
• Cause of failure
• Diagnostic Codes
• Diagnostic equipment results
• Diagnostic equipment test codes
• Diagnostic equipment printouts (e.g., computer alignment rack results) are attached to the repair order hard copy along with manufacturer specific documents.
• Ensures that updated operations and/or labor times are used for reimbursement when a repair procedure includes an updated special service labor operation and/or labor time.
• Effectively communicates with service management to ensure accurate and complete documentation of customer vehicle concerns, repair causes, and technician corrective repair actions for each warranty claim submitted to Ford Motor Company.

• Processes warranty claims on a timely basis for each franchise or distributor, which entails the utilization or collection of the following:
• Utilizes the Warranty & Policy information, the OWS User Guide, TSBs, and other OEM publications for accurate and complete claim submissions.
• Processes all warranty paperwork to ensure proper documentation.
• Verifies criteria required by factory or distributor.
• Post payments & reconciles all warranty receivables with payments through the appropriate accounting schedule. Follows up on payments of outstanding claims.
• Resubmits all rejected claims promptly or receives authorization to write them off.
• Provides supporting documentation upon request.
• Required to keep up to date of all factory provided recalls and bulletins.
• Assists with vendor warranty claims as needed.
• Assists with any clerical needs as directed by the fixed operations manager or the controller.
• Maintains a professional appearance and a neat work area.
• Performs other duties and tasks as assigned.

Marginal Duties
Manufacturer required annual training completion and certification

Periodic review of the following:

• Customer Concern Codes
• Condition Codes
• Service Labor Time Standard Operations
• Labor operation supports repair performed.
   

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

Education and/or Experience

• Not required, but beneficial to possess:
•  Associate's degree (A.A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
• Not required, but beneficial to possess:
• Bachelor's degree (B.A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

Language Skills

• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to effectively present information and respond to questions from groups of managers.

Mathematical Skills

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and interpret bar graphs.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

Reasoning Ability

• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Certificates, Licenses, Registrations

• If hired, applicant will need to complete the Warranty Administrator Base Certification Curriculum to submit warranty claims. Base Certification should take approximately 5 hours to complete and is achieved by taking the Warranty Administrator online web courses. This certification must also be maintained and renewed annually.
   

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Warranty administration office is located on 2^nd floor, and requires multiple trips up and down daily.
• Administrator visits, delivers, and collects paperwork from several departments.
   

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.