Senior Warranty Administrator

Palmer Hamilton, LLC; Elkhorn (WI); On-site; USD 60,000 - 78,000; Full time

Job summary

Palmer Hamilton, LLC in Wisconsin is seeking a Senior Warranty Administrator to manage warranty and service cases from intake to resolution. The role acts as a subject matter expert in warranty policy and collaborates across Engineering, Sales, and Operations to ensure timely resolution.

You will document activities in Dynamics 365, support process improvements, and help train teammates while maintaining accurate records and clear communication with customers and partners.

Qualifications

• Strong interpersonal, written, and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience with Microsoft Dynamics 365 or similar CRM/case management system preferred.

Responsibilities

• Manage warranty, service, and parts-related cases from intake through final resolution.
• Investigate customer concerns with end users, dealers, and internal teams.
• Enter and track warranty cases using Dynamics case management tools.
• Process service/work orders and document case activity accurately.
• Coordinate with Engineering, Sales, and Operations on escalations.
• Provide clear warranty decisions and timelines to customers.

Skills

Interpersonal communication

Written communication

Problem solving

Education

High School Diploma

Associate’s Degree

Tools

Microsoft Dynamics 365

Job description

JOB TITLE: Senior Warranty Administrator

REPORTS TO: Engineering and Warranty Manager

Position Summary

The Senior Warranty Administrator is responsible for managing warranty and service cases from initial intake through resolution. This role serves as a subject matter expert in warranty policy, supports continuous improvement of warranty processes, and collaborates cross-functionally to ensure timely and effective resolution of customer issues.

Position Responsibilities

Warranty & Service Case Management

• Manage warranty, service, and parts-related cases from intake through final resolution.
• Investigate customer concerns by working directly with end users, dealers, agents, sales representatives, and internal teams.
• Enter, track, and maintain warranty cases using Microsoft Dynamics case management tools.
• Process service and work orders and ensure accurate documentation of case activity.
• Maintain thorough, accurate records of warranty cases, communications, and resolutions.
• Coordinate with Engineering, Sales, and Operations leadership when escalations require cross-functional decision making.

Customer & Partner Support

• Serve as a primary point of contact for warranty and service inquiries.
• Provide customers with pricing, quotations, ordering assistance, and shipment updates.
• Communicate warranty decisions, service plans, and resolution timelines clearly to customers.
• Follow up with customers after resolution to confirm satisfactory outcomes.

Order & Service Coordination

• Enter warranty and service parts orders into ERP systems.
• Provide order acknowledgments and shipping notifications to customers.
• Coordinate with internal departments (production, shipping, transportation) and external partners to execute service plans efficiently.
• Schedule and coordinate field service trips when required.

Process Improvement & Senior-Level Contributions

• Serve as a subject matter expert in warranty policy interpretation and application.
• Identify inefficiencies within warranty intake, review, and resolution processes and recommend corrective actions.
• Support training and onboarding of new team members and cross-functional partners.
• Participate in or lead special projects such as system improvements, reporting enhancements, and
• ERP/CRM optimization initiatives.
• Proactively identify safety or quality concerns and escal…
• Ensure consistent application of warranty policies across cases.
• Support improvements to case management tools, reporting systems, and ERP workflows.
• Assist leadership in developing warranty policies and service procedures.

Position Expectations

• Maintain a high level of professionalism and diplomacy in all customer interactions.
• Ensure timely response and resolution of customer inquiries.
• Collaborate effectively with cross-functional teams to resolve issues quickly.
• Develop and maintain standard work to support consistent communication and case management practices.
• Support departmental goals related to warranty responsiveness, service quality and customer satisfaction.
• Communicate potential risks, challenges, or escalation items to the Engineering and Warranty Manager along with recommended solutions.
• Maintain awareness of case backlog and resolution status and trends and communicate any concerns to Engineering and Warranty Manager along with recommended solutions.

Qualifications

• Strong interpersonal, written, and verbal communication skills.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Excellent organizational, analytical, and problem-solving skills.
• Ability to collaborate effectively across departments.
• High level of customer service orientation and professionalism.
• High School Diploma required; Associate’s Degree preferred.
• Intermediate proficiency in Microsoft Office Suite.
• Experience with Microsoft Dynamics 365 or similar CRM/case management system preferred.