Ford Warranty Clerk Assistant

Prosper-Ford; Prosper (TX); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health insurance

401(k)

Paid time off

Employee vehicle discounts

Job summary

Prosper-Ford seeks a detail-oriented Warranty Clerk Assistant to support our Service Department. You will work closely with the Warranty Administrator, Service Advisors, Technicians, and Parts team to ensure accurate, timely processing and submission of Ford warranty claims.

Your effort helps maximize reimbursement and maintain Ford policies. The role requires strong data entry, organizational skills, and good communication as you track claims, audits, and documentation for the warranty process.

Qualifications

• High school diploma or GED.
• Strong attention to detail and accuracy in data entry and documentation.
• Solid computer skills; ability to learn dealership systems quickly.
• Knowledge of CDK Global (CDK DMS) preferred; Reynolds & Reynolds a plus.
• Basic understanding of automotive service operations and warranty processes preferred.
• Good written and verbal communication; able to work with technicians and management.
• Ability to multitask, prioritize, and meet deadlines in a fast-paced dealership.
• Strong math and basic accounting skills for reconciling claims and receivables.

Responsibilities

• Review ROs for completeness, accuracy, eligibility, and documentation (3 C’s: Concern, Cause, Correction).
• Prepare, code, and submit warranty claims to Ford per policies.
• Verify labor operations, parts, failure codes, and supporting documentation before submission.
• Process claims by the next business day or required timelines after RO close.
• Track claim status, follow up on pending, rejected, or charged-back claims.
• Maintain accurate records of warranty claims, payments, adjustments, and related documentation.
• Assist with warranty parts returns, core returns, tagging, and disposition according to Ford guidelines.
• Support weekly audits and status reports for the Service Manager; prepare for manufacturer warranty audits.
• Communicate with Service Advisors, Technicians, and management to resolve documentation issues about warranty coverage.
• Stay current on Ford warranty policies, TSBs, recalls, and updates.
• Provide general administrative support to the warranty and service teams (filing, data entry, assisting with open ROs, etc.).
• Perform other related duties as assigned.

Skills

Attention to detail

Data entry

Organization

Communication

Multitasking

Math skills

Education

High school diploma or GED

Tools

CDK Global (CDK DMS)

Reynolds & Reynolds

OASIS / FMC Dealer

Job description

About the Role

We are seeking a detail-oriented and organized Ford Warranty Clerk Assistant to support our Service Department. In this role, you will work closely with the Warranty Administrator, Service Advisors, Technicians, and Parts team to ensure accurate, timely processing and submission of Ford warranty claims. Your work will help maximize reimbursement, maintain compliance with Ford Motor Company policies, and support excellent customer service.

Key Duties & Responsibilities

• Assist in reviewing repair orders (ROs) for completeness, accuracy, eligibility, and proper documentation (including the 3 C’s: Concern, Cause, Correction).
• Help prepare, code, and submit warranty claims to Ford in accordance with manufacturer policies and procedures.
• Verify labor operations, parts, failure codes, and supporting documentation before submission.
• Process claims by the next business day (or within required timelines) following RO close.
• Track claim status, follow up on pending, rejected, or charged-back claims, and assist with corrections and resubmissions.
• Maintain accurate records of warranty claims, payments, adjustments, and related documentation.
• Assist with warranty parts returns, core returns, tagging, and disposition according to Ford guidelines.
• Support weekly audits, status reports for the Service Manager, and preparation for manufacturer warranty audits.
• Communicate with Service Advisors, Technicians, and management to resolve documentation issues or questions about warranty coverage.
• Stay current on Ford warranty policies, Technical Service Bulletins (TSBs), recalls, and updates.
• Provide general administrative support to the warranty and service teams as needed (filing, data entry, assisting with open ROs, etc.).
• Perform other related duties as assigned.

Basic Requirements

• High school diploma or GED required.
• Strong attention to detail, organizational skills, and accuracy in data entry and documentation.
• Solid computer skills and ability to learn dealership systems quickly.
• Knowledge of CDK Global (CDK DMS) software preferred (or willingness and ability to become proficient quickly). Experience with other dealer management systems (e.g., Reynolds & Reynolds) is a plus.
• Basic understanding of automotive service operations, repair orders, and warranty processes preferred.
• Good written and verbal communication skills; ability to work effectively with technicians, advisors, and management.
• Ability to multitask, prioritize, and meet deadlines in a fast-paced dealership environment.
• Strong math and basic accounting skills for reconciling claims and receivables.
• Reliable, professional, and customer-service oriented.

Preferred Qualifications

• Previous experience as a Warranty Clerk, Warranty Administrator Assistant, or in an automotive dealership service/parts/administrative role (Ford experience highly desirable).
• Familiarity with Ford systems (e.g., OASIS, FMC Dealer, or similar) and warranty policies.
• Experience processing manufacturer warranty claims.

What We Offer

• Competitive pay based on experience.
• [Benefits package: health insurance, 401(k), paid time off, employee vehicle discounts, etc. – customize as needed]
• Opportunity for growth within a professional dealership team.
• Training and support on Ford warranty processes and CDK software.

We are an Equal Opportunity Employer and value diversity in our workplace.