Warranty Administrator

Grubbs Family of Dealerships; Grapevine (TX); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Health, dental, and vision benefits

401(k) with company match

Paid time off

Employee vehicle purchase program

Job summary

Grubbs Family of Dealerships is seeking a detail-driven Warranty Administrator to manage and submit warranty claims accurately and on time. You will protect dealership revenue by auditing claims and ensuring compliance across all manufacturers.

In this role you will coach advisors and technicians, resubmit rejected claims, and maintain audit-ready records. This position offers stability within a growing fixed operations team with excellent benefits.

Qualifications

• Prior warranty administration or automotive accounting experience.
• Strong attention to detail and accuracy with numbers and documentation.
• Familiarity with DMS platforms (Tekion, CDK, Reynolds, etc.) is a plus.
• Knowledge of manufacturer warranty submission processes is a strong plus.
• Highly organized, deadline-driven, and dependable.

Responsibilities

• Prepare, review, and submit manufacturer warranty claims daily for prompt, full payment.
• Audit every warranty repair order for correct labor operations, parts, documentation, and story line before submission.
• Identify and correct errors before they become rejections — coach advisors and technicians on proper documentation.
• Resubmit rejected or adjusted claims same-day to keep warranty receivables aging to a minimum.
• Reconcile the warranty schedule weekly and follow up on outstanding and short-paid claims.
• Stay current on every manufacturer’s warranty policy, labor time, and submission requirements.
• Maintain organized, audit-ready warranty records to protect the store from charge backs.
• Track and report claim status, aging, and recovery to fixed-operations leadership.

Skills

Attention to detail

Numerical accuracy

Deadline-driven

Communication

Tools

Tekion

CDK

Reynolds

Job description

Warranty Administrator | Grubbs Family of Dealerships

About Us

Grubbs Family of Dealerships is a multi-brand, family-owned automotive group with deep roots across the DFW Metroplex and the state of Texas. We've built our reputation on doing right by our customers and our people — and we're looking for team members who share those values.

We invest in our people, provide real opportunities to grow, and take pride in the experience we deliver to both our customers and our team members. When you join Grubbs, you join a culture built on integrity, professionalism, and continuous improvement. We set a high bar — and we give you the training, tools, and support to clear it.

The Opportunity

We're seeking a detail-driven Warranty Administrator to manage and submit warranty claims accurately and on time. You'll play a critical role in protecting the dealership's revenue, minimizing aging, and keeping our service operation compliant and audit-ready. This is a role where precision and follow-through directly impact the bottom line.

What You'll Do

• Prepare, review, and submit manufacturer warranty claims daily for prompt, full payment
• Audit every warranty repair order for correct labor operations, parts, documentation, and story line before submission
• Identify and correct errors before they become rejections — coach advisors and technicians on proper documentation
• Resubmit rejected or adjusted claims same-day to keep warranty receivables aging to a minimum
• Reconcile the warranty schedule weekly and aggressively follow up on outstanding and short-paid claims
• Stay current on every manufacturer's warranty policy, labor time, and submission requirement
• Maintain organized, audit-ready warranty records to protect the store from charge backs
• Track and report claim status, aging, and recovery to fixed-operations leadership

The Standard We Hold

We set a high bar at Grubbs. In this role, success means consistently delivering on the following:

• Keep warranty receivables current — minimal aging beyond manufacturer windows
• Submit clean claims with a low rejection and charge back rate
• Daily submission cadence — no claims sitting unworked
• Catch and resolve documentation errors before they cost the store money
• Be the department's expert on warranty policy and compliance

What We're Looking For

• Prior warranty administration or automotive accounting experience preferred
• Strong attention to detail and accuracy with numbers and documentation
• Familiarity with DMS platforms (Tekion, CDK, Reynolds, etc.) a plus
• Knowledge of manufacturer warranty submission processes is a strong plus
• Highly organized, deadline-driven, and dependable

Why Grubbs?

• Stable, office-based role within a growing fixed operations team
• Ongoing training on manufacturer warranty systems
• Family-owned, people-first culture — you’re not a number here
• Health, dental, and vision benefits
• 401(k) with company match
• Paid time off
• Employee vehicle purchase program

Grubbs maintains a strong policy of Equal Employment Opportunity for all associates. We hire, train, promote, and compensate associates based on personal and professional competence and potential for advancement without regard for race, color, religion, sex, national origin, age, marital status, disability, or citizenship, as well as other classifications protected by applicable federal, state, or local laws.