Automotive Warranty Administrator

Quirk Auto Group of Maine; Bangor (ME); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Health Savings Account (HSA)

401(k) with company match

Paid Time Off

Job summary

Quirk Auto Group in Bangor, ME is seeking an organized, detail-oriented Automotive Warranty Administrator to join our fixed operations team. The role focuses on preparing, submitting, and tracking dealership warranty claims, acting as a liaison between Service Advisors, Technicians, accounting, and factory representatives.

The ideal candidate has prior dealership warranty experience, familiarity with DMS systems, and strong data accuracy, communication, and reliability.

Qualifications

• Experience in warranty administration in a dealership or automotive setting.
• Familiarity with dealer management systems (CDK, Reynolds & Reynolds, Dealertrack) and warranty portals.
• Strong attention to detail with data entry, invoicing, and document review.
• Clear professional communication with service advisors, technicians, and controllers.
• Reliable team player able to meet tight processing deadlines.

Responsibilities

• Prepare, submit, and track factory warranty claims in line with manufacturer policies.
• Verify documentation and narratives for warranty submissions.
• Reconcile warranty receivables and postings to the general ledger.
• Review and resubmit rejected/unpaid claims; obtain authorization for write-offs as needed.
• Track aging claims and follow up on outstanding balances.
• Stay updated on factory recalls, bulletins, and policy changes.
• Support service advisors, technicians, and parts staff with warranty coding and coverage decisions.
• Maintain organized warranty/service files per factory retention standards.
• Assist Fixed Operations Manager with clerical duties and office organization.

Skills

Warranty processing

DMS familiarity

Attention to detail

Communication

Reliability

Tools

CDK

Reynolds & Reynolds

Dealertrack

Job description

At Quirk Auto Group, our focus has always been on delivering exceptional service to our customers and fostering a supportive, growth-oriented environment for our team. We are looking for an organized, detail-oriented Automotive Warranty Administrator to join our fixed operations team in Bangor, ME. The Automotive Warranty Administrator is responsible for preparing, submitting, and tracking dealership warranty claims in accordance with manufacturer policies and guidelines. This role acts as a key liaison between our Service Advisors, Technicians, dealership accounting department, and factory representatives to ensure timely claim processing, maximum reimbursement, and compliant record-keeping.

Key Responsibilities

• Claim Processing & Submission: Prepare, review, and process all factory warranty claims promptly to ensure accurate compliance with manufacturer standards.
• Paperwork & Compliance: Verify supporting repair order documentation, technician narratives, and criteria required by the factory warrantor.
• Accounting & Reconciliation: Reconcile warranty receivables and schedules against payments, posting credits accurately to the general ledger.
• Resolution & Resubmission: Review rejected or unpaid claims, correct discrepancies, promptly resubmit for payment, or obtain proper authorization for write-offs.
• Collections Follow-up: Track aging claims and follow up routinely on outstanding balances.
• Factory Recalls & Bulletins: Stay up to date on all factory warranty policy changes, technical service bulletins (TSBs), and recall campaigns.
• Service & Parts Collaboration: Assist Service Advisors, Technicians, and Parts Specialists with warranty-related coding, coverage determinations, and compliance questions.
• Record Retention: Maintain organized, complete warranty and service files in adherence to factory retention standards.
• General Fixed Operations Support: Assist the Fixed Operations Manager and Controller with clerical or administrative duties and general office organization as needed.

Qualifications

• Experience: Prior dealership experience in warranty administration, automotive billing, service advising, or automotive accounting strongly preferred.
• Technical Skills: Familiarity with dealership management systems (DMS) such as CDK, Reynolds & Reynolds, or Dealertrack, as well as factory warranty submission portals, is a plus.
• Attention to Detail: Excellent organizational skills with high accuracy in data entry, invoice reconciliation, and document review.
• Communication: Clear, professional verbal and written communication skills to collaborate effectively with mechanics, advisors, and corporate controllers.
• Reliability: Self-motivated team player with a strong work ethic and the ability to meet strict processing deadlines.

Benefits & Compensation

Quirk Auto Group offers a competitive compensation package along with comprehensive benefits, including:

• Health & Wellness: Health insurance, Dental insurance, and Health Savings Account (HSA)
• Financial Security: 401(k) with company match and Retirement Plan
• Insurance Protection: Company-paid Life insurance
• Work-Life Balance: Generous Paid Time Off (PTO) and holiday pay
• Perks: Generous employee discounts on vehicle purchases, parts, and service
• Stable Schedule: Predictable Monday through Friday work schedule (no weekends)