Warranty Administrator

EquipmentShare • Columbia, MO

12d • Onsite

About The Position

EquipmentShare is seeking a Warranty Administrator to join their team at the Corporate Headquarters in Columbia, MO. This is an onsite position where the successful candidate will be responsible for maintaining records, preparing reports, performing warranty and work order audits, managing short pay and denial reconciliations, and maintaining AR aging. The role also involves establishing filing procedures with new OEMs, assisting with month-end processes, and submitting claims. Additionally, the administrator will monitor service bulletins, determine applicability, create work order templates, open work orders for affected machines, and track their completion status. This role is crucial for ensuring accuracy, consistency, and compliance with manufacturer guidelines within the service department.

Requirements

• Strong attention to detail, excellent proofreading and organizational skills
• Exceptional verbal and written communications skill, fluent in English
• Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately
• Great multi-tasking, time management, problem solving and decision making skills
• Excellent problem solving skills, basic accounting principles knowledge, research and investigative skills
• Excellent teamwork and interpersonal skills
• Requires high degree of collaboration with Regional Fleet and Regional Service Managers
• Proficient in Excel, Word, 10-Key by touch, Outlook, Smart Sheet, PowerPoint
• Type 50 - 60 wpm and 10 Key by touch
• Understanding of credits and debits in partnership with the Accounts Payable team is necessary
• High School Diploma
• At least 1 year related experience

Nice To Haves

• Associates degree in automotive technology, business administration, or supply chain logistics
• Knowledge of small equipment and construction equipment preferred
• Construction equipment rental industry or dealership experience a plus

Responsibilities

• Maintain records and prepare monthly reports as required or requested.
• Perform various warranty audits as well as assisting in work order audits.
• Maintain an accurate library of vendor information as it relates to warranty.
• Manage the process for short pay and denials reconciliations with the warranty OEM’s.
• Responsible for maintaining AR aging and communication with individual OEM's.
• Follow up with OEM’s to keep AR to under 90 days.
• Maintain an accurate filing system for all service department correspondence documentation.
• Review and distribute vendor warranty information (manuals, letters, etc.).
• Perform audits and correct any errors in a timely manner.
• Assist in establishing filing procedures with new OEM’S as well as getting us set up for warranty with new OEM’S.
• Assist with all month-end processes.
• Submit claims that are under $5,000 in value.
• Monitor the service bulletin front box daily to identify new or updated manufacturer bulletins, campaigns, and service actions.
• Review service bulletins to determine applicability, required repairs, labor operations, and affected equipment populations.
• Create standardized work order templates based on service bulletin requirements to ensure accuracy, consistency, and compliance with manufacturer guidelines.
• Proactively open work orders for all affected machines in the system and coordinate with service leadership to ensure timely execution.
• Track completion status of bulletin-related work orders and maintain documentation for audit and reporting purposes.
• Other duties as assigned.

Benefits

• Competitive compensation
• Full medical, dental, and vision coverage for full-time employees
• Generous PTO + paid holidays
• 401(k) + company match
• Gym membership stipend + wellness programs (earn PTO and prizes!)
• Company events and food truck nights
• 16 hours of paid volunteer time per year
• Career advancement, leadership training, and professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED