Warranty/Ins Administrator

Lithia & Driveway•Bryan, TX

10d•Onsite

About The Position

This role is responsible for preparing warranty repair orders with accuracy, legibility, and compliance to manufacturer's warranty policies and procedures. The administrator will return improperly completed repair orders for correction, determine and enter applicable labor operation codes and failure codes, and book technicians for hours earned. They will also up-flag and back-flag as appropriate, check repair orders against service history to avoid duplicate claims, and process all warranty claims in a timely manner. The position involves reviewing and processing returned/rejected/adjusted claims, tracking them to resolution, and contacting warranty claims representatives for additional authorization or assistance. A record of all submitted, returned/rejected, or paid claims and their status will be maintained. The administrator will become familiar with and administer manufacturer and after-market warranty policies, establish positive relationships with manufacturer representatives, and report any abuse or possible fraudulent manipulation of warranty claims. They will monitor the use of special warranty programs for abuse, ensure deductibles are collected, and maintain a record of parts to be returned, inspected, or scrapped. A daily report on claims status will be provided to the Service Manager, highlighting claims requiring special attention. The role also includes arriving and departing from work at designated hours, reporting any safety or integrity issues, backing up the service cashier as needed, answering phones promptly and friendly, and maintaining an organized and clean work area.

Requirements

Strong attention to detail
Sense of urgency
Excellent communication
Mathematics – ability to solve basic math calculations.
Basic computer skills
High School graduate or equivalent, 18 years or older required.

Responsibilities

Prepare warranty repair orders with accuracy, legibility, and compliance to manufacturer’s warranty policies and procedures.
Return improperly completed repair orders to the person originating the document for correction and/or completion as necessary.
Determine and enter the applicable labor operation codes, failure codes, and/or other required administrative data on the repair orders.
Book the appropriate technicians for the hours earned on the operations performed.
Up-flag and back-flag as appropriate, informing the technician and department management of adjustments as they occur.
Check each repair order against the vehicles’ service history to avoid processing duplicate claims or submitting claims for shop comebacks.
Process all warranty claims in a timely manner, as the repair orders are closed.
Review and process all returned/rejected/adjusted warranty claims, track each claim until its final resolution.
Contact the appropriate warranty claims representative regarding any claims requiring additional authorization or for claims requiring special assistance.
Maintain a record of all claims submitted, returned/rejected, or paid and their current status.
Become familiar with and administer the manufacturers and after-market warranty company policies and procedures.
Establish and maintain positive and productive relationships with the manufacturer’s representatives and the representative of any approved aftermarket company with which the dealership conducts business.
Report any abuse or possible fraudulent manipulation of warranty claims or repairs to department management.
Monitor the use of special warranty programs for diagnosis time, straight time repairs, etc. for abuse by the service sales and /or technical staff.
Ensure that all deductibles are properly documented so they are collected from the customer at the time of delivery.
Establish and maintain a record and control of the physical inventory of parts to be returned, inspected, or scrapped by the manufacturer.
Provide a daily report to the Service Manager regarding claims status.
Point out any claims requiring special attention.
Arrive and depart from work at the hours designated by the service management.
Report to management any situation or condition that jeopardizes the safety, welfare, or integrity of the dealership, its employees or customers.
Back-up service cashier as needed.
Answer phones promptly and in a friendly manner using the Lithia phone protocol.
Maintain organized and clean work area.