Warranty Clerk – Automotive (Toyota of Longview)

We are in need of an experienced Automotive Warranty Clerk to be part of our team in Longview, TX. The ideal candidate will be comfortable in a fast-paced environment with constant interruptions. You will work with the service manager, technicians and service advisors. This position requires accuracy, attention to detail, and clear communication with other team members and departments in the dealership. You will require continuous updating of technical knowledge by reading service bulletins and consulting with technicians. Put your skills to work and apply now!

Job Responsibilities

• Process all warranty claims in a timely manner, as the repair orders are closed.
• Review and process all returned/rejected/adjusted warranty claims, track each claim until its final resolution.
• Book the appropriate technicians for the hours earned on the operations performed. Informing the technician and department management of adjustments as they occur.
• Check each repair order against the vehicles’ service history to avoid processing duplicate claims or submitting claims for shop comebacks.
• Contact the appropriate warranty claims representative regarding any claims requiring additional authorization or for claims requiring special assistance.
• Maintain a record of all claims submitted, returned/rejected, or paid and their current status.
• Manage manufacturers and after-market warranty company policies and procedures.
• Establish and maintain positive and productive relationships with the manufacturer’s representatives and the representative of any aftermarket company with which the dealership conducts business.
• Identify exceptional cases which may result in special agreements with the manufacturer and complete the required documents and follows up.
• Maintain warranty receivable schedules and reconcile credit memos daily.
• Close repair orders (warranty, PDI and internal) daily.
• Refund customers via work order or check as applicable.
• Ensure all aspects of the warranty process are fulfilled within audit requirements.
• Reviews claims exceeding the time frames prescribed by the manufacturer which are not processed in the regular manner.
• Processes and authorizes transit claims, ensuring all required documentations and photographs are obtained and attached to each service invoice.
• Keeping track of all warranty parts by noting the repair order number, date of replacement and date on which part may be disposed.
• Provide a daily report to the Service Manager regarding claims status.
• Monitor the use of special warranty programs for diagnosis time, straight time repairs, etc. for abuse by the service sales and /or technical staff.
• Reviewing and distributing campaigns, product recalls and bulletins daily via the dealer / manufacturer communications portal.

 Business Skills Required:

Knowledge of the automotive industry.

• Should have experience with automotive parts (identification, inspection, classification of component groups, etc.)
• Mathematical and reconciliation skills essential with analyzing warranty schedule.
• Efficiency is a must as multi-tasking is a part of daily operations.
• Knowledge of automotive systems in general.
• Must possess strong attention to detail.
• Ability to manage time, set goals and prioritize tasks.
• PC skills and experience using DMS and CRM software.
• Exceptional verbal and written communication skills.
• Highly organized, detail oriented, and able to thrive in a fast paced, changing environment.

Education/Experience

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

Benefits:

In addition to career-long personal development, our associates enjoy a number of benefits, including:

• Paid Vacation
• We offer Healthcare benefits for our employees
• Employee discounts and packages