Warranty Administrator / Service Cashier

Helena Motors Group•Helena, MT

4d•Onsite

About The Position

Toyota of Helena is seeking a detail-oriented, organized, and customer-focused individual to join our Service Department as a Warranty Administrator / Service Cashier. This dual-role position is responsible for accurately processing and managing manufacturer warranty claims while providing excellent customer service during the final stages of the service experience. The ideal candidate will possess strong administrative skills, attention to detail, and the ability to multitask in a fast-paced automotive dealership environment.

Requirements

High school diploma or equivalent required.
Previous automotive dealership experience preferred.
Experience with manufacturer warranty processing, particularly Toyota, is a plus.
Previous cashiering, administrative, accounting, or customer service experience preferred.
Strong organizational skills and exceptional attention to detail.
Proficiency with computers, Microsoft Office, and dealership management systems.
Ability to handle financial transactions accurately and responsibly.
Excellent verbal and written communication skills.
Ability to prioritize responsibilities and manage multiple tasks efficiently.
Comfortable working independently while contributing to a team environment.
Dependable, professional, and committed to maintaining confidentiality.

Nice To Haves

Previous automotive dealership experience preferred.
Experience with manufacturer warranty processing, particularly Toyota, is a plus.
Previous cashiering, administrative, accounting, or customer service experience preferred.

Responsibilities

Prepare, submit, and process Toyota manufacturer warranty claims accurately and in a timely manner.
Review repair orders to ensure all warranty documentation, technician notes, labor operations, and required information are complete.
Verify warranty coverage and ensure claims comply with Toyota policies and procedures.
Monitor submitted warranty claims, track payment status, and follow up on outstanding or rejected claims.
Research and resolve warranty claim discrepancies, denials, and chargebacks.
Work closely with Service Advisors, Technicians, Parts personnel, and management to ensure proper warranty processing.
Maintain organized records of warranty transactions, supporting documentation, and claim history.
Assist with warranty audits, reporting, and reconciliation of warranty receivables.
Stay informed of Toyota warranty policies, bulletins, updates, and manufacturer requirements.
Identify opportunities to improve warranty processing efficiency and reduce claim errors.
Greet customers professionally and provide a friendly, efficient checkout experience.
Process customer payments, including cash, credit cards, checks, and other approved payment methods.
Review and explain final service invoices, charges, and payment information to customers.
Ensure repair orders are accurately completed and properly closed in the dealership management system.
Balance daily transactions, reconcile cash drawers, and prepare end-of-day cashier reports.
Coordinate with Service Advisors to ensure customers receive accurate invoices and timely vehicle delivery.
Answer incoming telephone calls, assist with customer inquiries, and direct calls to the appropriate departments.
Maintain accurate records of payments, receipts, and customer transactions.
Assist with administrative duties, filing, scanning, and other Service Department support tasks as needed.
Handle customer concerns professionally and direct unresolved issues to the appropriate manager.