Warranty Claims Assistant — Detail‑Oriented & Efficient

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

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.