Office Admin/Warranty Clerk

HTS•San Antonio, TX

About The Position

This role involves managing warranty repair orders and claims, maintaining receivables schedules, and coordinating with various departments and external parties to ensure smooth warranty processing. The position requires meticulous attention to detail in processing paperwork, communicating with service advisors, and reconciling payments. The ideal candidate will stay updated on manufacturer procedures and build strong relationships with warranty representatives.

Requirements

Proficiency in booking warranty repair orders and submitting claims.
Experience in maintaining receivables schedules and following up on claims.
Ability to work closely and effectively with a team.
Skills in coordinating with vendors and manufacturers.
Strong communication skills for interacting with Service Advisors.
Proficiency in processing warranty paperwork and ensuring proper documentation.
Experience in arranging parts shipments.
Ability to reconcile warranty receivables and work with accounting.
Knowledge of tracking services and customer records.
Awareness of factory recalls, announcements, and procedures.
Ability to establish and build positive relationships with warranty representatives.
Skill in reviewing repair orders for accuracy and completeness.
Proficiency in determining and entering administrative data.
Understanding of deductible collection procedures.
Experience in reviewing and resubmitting rejected warranty claims.

Responsibilities

Book warranty repair orders and submit claims to manufacturers.
Maintain receivables schedules and follow up on service contract claim submissions.
Work closely and effectively with a team of technicians, service writers, and supervisors.
Coordinate with vendors and manufacturers for timely receipt and shipment of replacement parts.
Communicate with Service Advisors to define the scope of warranty claims.
Process all warranty paperwork to ensure proper documentation and verify criteria.
Arrange for parts shipment to the factory or distributor.
Reconcile all warranty receivables and work with the accounting department for payments.
Keep track of all services and customer records as required by the warrantor.
Stay abreast of all factory recalls, announcements, and procedures.
Establish and build positive relationships with manufacturer-designated warranty representatives and aftermarket warranty company representatives.
Review every warranty repair order for proper completion, accuracy, and legibility according to applicable policies and procedure manuals.
Determine and enter applicable labor operation codes, failure codes, and/or other administrative data on orders.
Ensure all deductibles are properly documented and collected from the customer at the time of repair completion/delivery.
Review all returned and/or rejected warranty claims and prepare repair orders for immediate resubmission.