Some of today’s automotive industry roles, like that of the warranty administrator, are vital to the successful operations of a dealership, providing timely and accurate submission of manufacturer and after-market warranty claims and the resulting collection of all warranty claim revenue.

A warranty administrator plays an indispensable role in the automotive industry, performing a wide array of duties that can vary daily and by individual dealerships. Warranty administrators typically possess a number of qualifications, from filing claims efficiently to having excellent organization skills.

What Does a Warranty Administrator Do?

Although there are many responsibilities that come along with the warranty administrator job description, their main duties include reviewing and processing incoming warranty claims. The world of vehicle warranties can be complex, and it is the responsibility of the warranty administrator to track service work on these claims, procure replacement parts to ensure necessary repairs are made accurately and promptly. 

In addition to these duties, it is also important that warranty administrators stay tuned with the latest in factory recalls and bulletins.

What Is the Job Description of a Warranty Administrator?

Although warranty administrators may wear many hats within the dealership setting, they’re typically in charge of additional duties, including those below.

Claims 

• Process claims in a timely manner according to each distributor, as well as handle and resolve all claim corrections and charge-backs. 
• Follow up with factory distributors regarding unpaid claims.
• Review warranty repair orders to ensure accuracy.
• Maintain records of processed, filed, and completed/incomplete warranty claims alike.
• Post credits received for claims.
• Assist the dealership body shop with warranty claims on an as-needed basis.
• Answer phone calls regarding the claims process or perform other clerical duties as needed.

Repair Orders

• Review warranty repair orders and ensure accuracy, legibility, and proper completion according to the proper policies and manuals. 
• Review rejected, incomplete, or returned warranty claims and prepare repair orders for resubmission. 
• Become proficient in labor operation codes, failure codes, and any other administrative data for repair orders. 

Warranty Knowledge 

• Become familiar with the various criteria set forth by individual factories and distributors, allowing them to submit claims, verify criteria, procure and track parts, and maintain file records.¹ 

Establish Connections

• Build and maintain a network with professionals from the industry.
• Foster connections with manufacturer’s warranty representatives, after-market warranty representatives, and other points of contact for a secure and seamless workflow. 
• Remain flexible and adaptable, as the fast-paced dealership environment often entails collaboration among departments. 

CSI 

• Maintain CSI at or above company standards. Prepare CSI documents and ensure accuracy. 

How Can Someone Become a Warranty Administrator?

Although qualifications for this job role can vary by dealership, some core qualifications may be similar across the board. For example, while some dealerships may require little to no prior experience for this role, others may require a certification or vocational training in a relevant field, as well as prior work experience in a dealership or similar work environment.

Overall, becoming a successful warranty administrator may take a few years. An excellent way to gain work experience is by processing warranties, maintaining records, and handling complaints and inquiries from customers.³ Often, becoming an automotive warranty administrator requires only a high school diploma and customer service skills.¹ 

What to Look For When Hiring a Warranty Administrator

Given the importance of the warranty administrator within the dealership setting, hiring managers would do well to choose candidates that possess the following:

• Excellent customer service skills
• Time management skills when dealing with warranty claims, repairs, and other aspects of dealership operations
• Strong written and communication skills to track claims, generate reports, communicate with customers, and maintain accurate service records.³ 

Team Up With ACV Auctions

A warranty administrator role is a job that remains critical to the operations of today’s automotive dealerships. To ensure your dealership's success, you need effective access to reliable vehicle inventory. ACV Auctions can help.

At ACV Auctions, our innovative technology allows dealerships to understand a vehicle's true condition with our comprehensive condition reports that provide every detail about the car, from tire measurements to Paint Meter Readings, Engine Sounds, and more.  Stock up your dealership today. 

‍

‍

Sources: 

1. What Is an Automotive Warranty Administrator and How to Become One, ZipRecruiter.com, https://www.ziprecruiter.com/career/Automotive-Warranty-Administrator/What-Is-How-to-Become 
2. Automotive Warranty Administrator Job Description, Autojobs.com, https://www.autojobs.com/jobs/warranty-administrator-job-description/ 
3. What is a Warranty Administrator and How Can I Become One? Zippia.com, https://www.zippia.com/warranty-administrator-jobs/