Warranty Coordinator

Kirksville Motor Company•Kirksville, MO

5d•Onsite

About The Position

The Warranty Coordinator is responsible for ensuring that the dealership is paid for warranty work by preparing, submitting, and following up on claims. 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 essential functions. A genuine desire to service the customer, a positive attitude, excellent organizational skills, communication skills, and a willingness to be a team member are essential to this position.

Requirements

High School Diploma or equivalent, 2-year or 4-year Business Degree, or related field preferred
Willing to submit to a pre-employment background check & MVR
Must have a valid driver's license with an acceptable driving record
Must be 18 years of age
Must complete the pre-screen survey
Must attach a current resume
Required to drive company and customer vehicles
Professional, well-groomed personal appearance
Positive attitude
Self-motivated
Organized
Excellent follow-up skills
Ability to multitask effectively
Must be able to problem solve and complete tasks promptly
Fantastic communication skills with your customers and team members
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; write routine reports and read and understand computers.
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.
Demonstrate excellent customer service skills

Responsibilities

Administer the full warranty claims process by reviewing repair orders for accuracy, ensuring compliance with factory policies, and submitting claims within required timelines.
Read newly released manufacturer documentation about campaigns, safety recalls, special coverages, and customer satisfaction programs daily, prior to beginning any submissions for the workday, to ensure familiarity with subject matter and to make certain the most current policies are always being followed.
Review applicable manufacturer documentation regarding policies, technical information, submission requirements, technician eligibility, allowances for miscellaneous expenses, etc. prior to closing repair orders and again prior to submitting every claim. Reference this information while filing the claim submission to ensure all conditions of the manufacturer's policy documents are being satisfied, so auditors have no basis for claim denial.
Analyze rejected or short-paid warranty claims, identify discrepancies, make required corrections, and resubmit claims to maximize reimbursement.
Reconcile warranty receivables on a regular basis, research aged balances over 30 days, and collaborate with the accounting department to resolve payment discrepancies and ensure timely collection.
Record on a spreadsheet any amounts not collected and record the reason. Identify patterns and make corrections in the submission process and share with management to help improve technician and service advisor training.
Maintain detailed records of warranty parts, including repair order numbers, replacement dates, return requirements, and authorized disposal dates, ensuring compliance with manufacturer audit standards.
Coordinate with appropriate staff members to account for and secure all warranty return parts, documenting their collection and storage location prior to closing repair orders or submitting claims.
Research and follow specific manufacturer policies for all types of warranty return parts, coordinating with appropriate staff members when necessary to ensure policies have been followed at earlier stages and that documentation, such as serial numbers or powertrain assembly core return paperwork, has been collected.
Ensure accurate retention of service and customer records in accordance with manufacturer and company recordkeeping requirements.
Scan repair orders daily.
Create and book repair orders for all sublet services from outside vendors in accordance with services approved by authorized personnel.
Verify charged amounts, work performed, and vehicle information match what was authorized. Clearly document what was done in the correction line of repair order.
Create copies of invoices to be attached to repair order for filing and to be given to office staff for the purpose of payment distribution to vendors.
Provide backup support for answering incoming phone calls.
Adheres to all company policies, procedures, and safety standards
All other duties as assigned