Ford Warranty Clerk Assistant

Prosper Ford; Prosper (TX); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

401(k)

Paid time off

Employee vehicle discounts

Job summary

Prosper Ford is seeking a detail-oriented Warranty Clerk Assistant to support the Service Department in Prosper, TX. You will work with the Warranty Administrator, Service Advisors, Technicians, and Parts team to ensure accurate, timely processing of Ford warranty claims and maximize reimbursement.

Ideal candidates have strong data-entry skills, familiarity with CDK DMS or similar systems, and a customer-service mindset to support timely resolutions and audits.

Qualifications

• High school diploma or GED required.
• Detail-oriented with strong data entry skills and accuracy.
• Solid computer skills and ability to learn dealership systems quickly.
• Familiarity with CDK DMS; experience with other dealer systems is a plus.
• Good written and verbal communication; teamwork with service staff.

Responsibilities

• Review repair orders for completeness and documentation (3 C’s).
• Prepare, code, and submit Ford warranty claims per policies.
• Verify labor, parts, and codes before submission.
• Process claims by next business day and track status.
• Maintain records of warranty claims and payments.
• Assist with warranty parts returns and dispositions per Ford guidelines.
• Support audits and reports for the Service Manager.
• Communicate with service staff to resolve documentation issues.

Skills

Attention to detail

Organizational skills

Data entry accuracy

Strong communication

Multi-tasking

Computer skills

CDK Global CDK DMS

Reynolds & Reynolds experience

Basic math

Customer service oriented

Education

High school diploma or GED

Tools

CDK Global CDK DMS

Reynolds & Reynolds

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.