Parts/Warranty Administrator

Position Overview:

The Parts/Warranty Administrator manages warranty claims in the dealership, ensuring accurate and timely processing per manufacturer guidelines. This role involves managing the needs of the service department, internal and external customers, and manufacturers to resolve parts and warranty issues. Additionally, the position supports the parts department by assisting customers and technicians in obtaining the correct parts, maintaining inventory records, and organizing parts storage for efficient operations.

Reports to: Service Manager

Key Responsibilities:

1. Warranty Management:
• Review, prepare, and submit warranty claims to manufacturers for all RV repairs covered under warranty.
• Ensure that all necessary documentation, including repair orders, technician notes, and pictures are submitted with claims to meet manufacturer requirements.
• Follow up on pending and denied claims, providing additional information as needed to ensure reimbursement.
2. Parts Management:
• Manage the retail and dealer parts business, ensuring that the proper parts are in stock to handle retail customers and service needs.  
• Train and educate parts staff on proper RV systems, ensuring high levels of knowledge to support customer and dealer needs. 
3. Communication:
• Act as the primary point of contact between the dealership, customers, and manufacturers for all parts and warranty-related inquiries.
• Communicate with service technicians, advisors, and managers to gather information required for warranty claims.
• Inform customers about the status of their warranty claims, including approvals, denials, or additional documentation needed.
4. A/R Tracking:
• Track all warranty claims from submission to reimbursement, ensuring that payments are received and accurately offset using the Warranty A/R Reports.
• Reconcile warranty credits and debits with the dealership’s accounting department.
• Investigate and resolve any discrepancies between submitted claims and payments received from manufacturers.
5. Customer Service:
• Assist customers and service technicians in identifying and locating the correct parts for RV repairs and maintenance.
• Provide knowledgeable advice to customers regarding parts availability, pricing, and product specifications.
• Process parts orders, ensuring that transactions are completed accurately and efficiently, both in person and over the phone.
6. OEM and Retail Inventory Management:
• Receive, inspect, and stock incoming parts deliveries, verifying that the correct items and quantities are received.
• Organize parts inventory to ensure efficient access and retrieval, maintaining a clean and orderly parts storage area.
• Monitor inventory levels and inform the Parts Manager of low stock items or potential stock shortages.
• Assist in regular inventory audits to ensure accuracy and resolve any discrepancies.
7. Parts Replenishment:
• Prepare parts orders for external customers and dealership service technicians, ensuring that all orders are processed and delivered promptly.
• Track back-ordered or special-order parts, ensuring customers and service staff are informed of any delays or expected arrival times.
• Coordinate with vendors and suppliers to check on the status of parts orders and resolve any issues with delayed or incorrect shipments.

Requirements

Qualifications:

• Previous experience as a Parts/Warranty Administrator in the RV, automotive, or a similar industry preferred.
• Strong understanding of warranty processes, retail and OEM parts, manufacturer guidelines, and claim submission procedures.
• Excellent organizational skills with a keen attention to detail.
• Strong communication and customer service skills, with the ability to handle inquiries from both customers and manufacturers professionally.
• Proficient in using service management software, motility is a plus.
• Ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
• Knowledge of RV systems and repair terminology is a plus.

Education:

• High School Diploma or equivalent required; additional training or certification in service management, business administration, or a related field is a plus.

Benefits

Benefits:

• Competitive salary and potential performance bonuses
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays
• Opportunities for continued training and career development