Office Admin/Warranty Clerk

HTS Engineering Ltd.; San Antonio, Northern (TX, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

HTS Engineering Ltd. in San Antonio, TX, is seeking an organized Warranty Administrator to manage warranty repair orders, submit manufacturer claims, and coordinate with service teams.

Coordinate with technicians, service writers, and supervisors to define scope, collect labor operation codes, and secure approvals for warranty work.

Maintain records, reconcile warranty receivables with accounting, and stay informed on factory recalls and after-market warranty programs to ensure timely payments.

Responsibilities

• Book warranty repair orders and submit claims of manufacturer warranty.
• Maintain receivables schedules; service contract claim submission and follow up.
• Work closely and effectively with team of technicians, service writers, and supervisors.
• Coordinates with vendors and manufacturers to ensure prompt receipt and shipment of replacement parts.
• Communicate with Service Advisors to define the scope of a warranty claim.
• Process all warranty paperwork to ensure proper documentation and to verify criteria.
• Arrange for parts for shipment to factory or distributor.
• Reconcile all warranty receivables and working with the accounting department to obtain payments; keep track of all services and customer records as required by warrantor.
• Stays abreast of all factory recalls, announcements, and procedures.
• Establish and build positive relationships with the manufacturers designated warranty representatives and the representative of any aftermarket warranty company with which the dealership conducts business.
• Review every warranty repair order written for proper completion, accuracy, and legibility according to the applicable policies and procedure manuals.
• Figure out the applicable labor operation code, failure codes, and/or other administrative data required and enter them on orders.
• Ensure that all deductibles are properly documented so they are collected from the customer at the time of repair completion/delivery.
• Review all returned and/or rejected warranty claims and prepare the repair orders for immediate resubmission.

Job description

Responsibilities

• Book warranty repair orders and submit claims of manufacturer warranty.


• Maintain receivables schedules; service contract claim submission and follow up.


• Work closely and effectively with team of technicians, service writers, and supervisors.


• Coordinates with vendors and manufacturers to ensure prompt receipt and shipment of replacement parts.


• Communicate with Service Advisors to define the scope of a warranty claim.


• Process all warranty paperwork to ensure proper documentation and to verify criteria.


• Arrange for parts for shipment to factory or distributor.


• Reconcile all warranty receivables and working with the accounting department to obtain payments; keep track of all services and customer records as required by warrantor.


• Stays abreast of all factory recalls, announcements, and procedures.


• Establish and build positive relationships with the manufacturers designated warranty representatives and the representative of any aftermarket warranty company with which the dealership conducts business.


• Review every warranty repair order written for proper completion, accuracy, and legibility according to the applicable policies and procedure manuals.


• Figure out the applicable labor operation code, failure codes, and/or other administrative data required and enter them on orders.


• Ensure that all deductibles are properly documented so they are collected from the customer at the time of repair completion/delivery.


• Review all returned and/or rejected warranty claims and prepare the repair orders for immediate resubmission.