Warranty Administrator – Ulting

Ernest Doe & Sons Ltd; Ulting; Remote; GBP 26,000 - 36,000; Full time

Benefits offered by this job

32 days annual leave including bankhol

Company Pension

Staff Discount in Country Stores

Death in Service Cover (2x salary)

Car Tyre Discount

Employee Referral Bonus Scheme

Job summary

Ernest Doe & Sons Ltd is seeking a Warranty Administrator to join the Head Office team in the UK. You will process and manage warranty claims across Agriculture and Construction divisions, ensuring compliance and maximum recovery from manufacturers.

The role involves reviewing repair orders, submitting claims via manufacturer systems, and coordinating with branches and suppliers to ensure timely payments. Training will be provided where needed.

Qualifications

• Experience in warranty administration is beneficial.
• Excellent attention to detail and accuracy.
• Strong communication with branches, managers and suppliers.

Responsibilities

• Review warranty orders for required information and documentation.
• Submit warranty claims to manufacturers using system codes.
• Ensure claims are compliant and submitted within deadlines.
• Chase payment and monitor claims through to final settlement.
• Identify and address recurring causes of claim delays or rejections.
• Collaborate with Service Managers and staff to resolve data gaps.

Skills

Administration

Attention to detail

Communication

Persistence

Organisational skills

Tools

Warranty portals

Excel

Job description

team at our Head Office based in Ulting, Maldon, Essex. The role will support our Agriculture and Construction divisions, working closely with branches, manufacturers and suppliers to ensure warranty claims are submitted accurately, processed efficiently and followed through to payment.

Role Purpose:

The Warranty Administrator will examine completed warranty repair orders from our dealerships and prepare, submit and manage warranty claims in line with individual manufacturer policies and procedures. A key part of the role is to ensure Ernest Doe receives the maximum appropriate recovery for warranty work completed, with claims actively managed from initial submission through to final payment.

Key Responsibilities:

• Review completed warranty repair orders to ensure all required information, labour, parts and supporting documentation are present before submission.
• Prepare and submit warranty claims to Agriculture and Construction equipment manufacturers and suppliers using the relevant manufacturer systems, standard repair times and operations codes
• Ensure claims are accurate, compliant with manufacturer policy and submitted within required deadlines.
• Monitor submitted claims through approval, credit and payment, taking ownership of each claim through to completion.
• Regularly review outstanding and aged warranty claims and proactively chase manufacturers and suppliers for payment.
• Investigate overdue, unpaid, rejected, queried or reduced claims and take the necessary action to achieve resolution and maximise recovery.
• Liaise with Service Managers, Service Advisors, Parts Departments and technicians across the branch network to resolve missing or incorrect information.
• Identity recurring causes of claim rejection, delay or underpayment and work with the Warranty Manager and branches to reduce these issues.
• Support warranty audits and ensure records and supporting documentation meeting manufacturer requirements.
• Monitor manufacturer warranty policies, procedures and submission requirements and communicate relevant changes to the business.
• Work with the Warranty Manager to identify opportunities to improve warranty processes, recovery levels and turnaround times.
• Administer manufacturer warranty policy in the best interest of Ernest Doe while maintaining strong working relationships with manufacturers and suppliers.
• Previous warranty administration within an agricultural, construction, automotive, commercial vehicle, plant or machinery dealership would be advantageous, but is not essential as we are happy to train the candidates.
• Strong administration skills with excellent attention to detail.
• Commercially aware, with the confidence and persistence to follow up outstanding claims and chase overdue payments.
• Comfortable investigating discrepancies and resolving rejected, queried or unpaid claims.
• Excellent written and verbal communication skills, with the ability to deal professionally and diplomatically with branch teams, managers, manufacturers and suppliers.
• Highly organised, with the ability to manage large number of claims at different stages simultaneously.
• Able to prioritise workload and meet manufacturer submission deadlines without compromising accuracy.
• Analytical and methodical when investigating problems or discrepancies.
• Self-motivated and able to work on own initiative, taking ownership and accountability for claims through to completion.
• Confident using computer systems, spreadsheets and manufacturer warranty portals.
• Able to identify opportunities for process improvement.
• Discreet when dealing with confidential or commercially sensitive information.

Job Categories: After Sales Support

Job Type: Permanent, Full Time

Job Location: Utling

Ref No: WS2341

Additional Information

• Start Date: Immediate, or subject to replacement of existing role if successful
• Hours: 40hrs per week – 8am to 5pm Monday to Friday (1hr unpaid lunch)
• £Competitive, depending on experience
• 32 days annual leave including bank holidays, Company Sick Pay Scheme, Workplace Pension, Employee Referral Bonus Scheme, Winter Flu Jab Service, Car Tyre Discount, Staff Discount in Country Stores and Death in Service Cover (2 x salary).