What are the responsibilities and job description for the Parts Warranty Specialist - Parts Driver position at Fabick Cat?
Fabick Cat is the authorized dealer of Caterpillar equipment, prime and stand-by power systems, parts and service, compact construction, and rental equipment for major portions of Illinois, Missouri, the entire state of Wisconsin and the Upper Peninsula of Michigan. We have been in business for over 100 years and are headquartered in Fenton, Missouri. For more information visit http://www.fabickcat.com/
The Warranty Administrator is responsible for managing and processing parts warranty claims accurately and efficiently for the Parts Department. This role serves as a critical liaison between customers, parts personnel, service departments, and manufacturers to ensure timely claim submission, reimbursement recovery, and compliance with Caterpillar warranty policies and procedures. The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced dealership environment.
Provide backup support for parts delivery operations as needed, including safe and timely transportation of parts and materials to customer and branch locations while maintaining a high level of customer service and professionalism.
- Process and submit Caterpillar and vendor parts warranty claims in accordance with OEM guidelines and timelines.
- Review warranty documentation to ensure accuracy, completeness, and policy compliance prior to submission.
- Partner with Parts Counter personnel, Service Departments, and customers to gather required claim information and supporting documentation.
- Monitor open claims and follow up on approvals, credits, denials, and outstanding reimbursements.
- Investigate rejected or disputed claims and implement corrective actions when necessary.
- Ensure proper handling, return, and disposition of warranty parts per manufacturer requirements.
- Communicate warranty procedures and claim requirements to internal teams and customers as needed.
- Assist with inventory adjustments, warranty scrap processing, return material authorizations (RMAs), and related accounting activities.
- Analyze claim trends, recurring shortages, freight discrepancies, and denials to identify opportunities for operational improvement and cost recovery.
- Utilize dealership systems including DBS/WMS and OEM warranty platforms to document transactions and monitor claim activity.
- Work closely with branch Parts Departments, Corporate Warranty, Service Departments, freight carriers, vendors, and OEM representatives to resolve discrepancies and improve claim efficiency.
- Maintain organized electronic and physical documentation in accordance with company retention policies and OEM audit standards.
- Provide backup support for parts delivery operations as needed, including safe and timely transportation of parts and materials to customers, field technicians, and branch locations while delivering excellent customer service.
- Perform additional duties as assigned.
Qualifications:
Qualifications & Experience
- High school diploma or GED required; associate degree or business coursework preferred.
- Previous experience in warranty administration, heavy equipment, automotive, trucking, or dealership operations preferred.
- Experience with Caterpillar warranty systems or dealership management systems strongly preferred.
- Ability to interpret invoices, freight documentation, packing slips, and warranty records with a high degree of accuracy.
- Strong analytical and problem-solving skills with the ability to resolve discrepancies independently.
- Highly organized with the ability to manage competing priorities and deadlines in a fast-paced environment.
- Effective written and verbal communication skills.
- Proficient in Microsoft Office and dealership software systems.
- Ability to work independently while collaborating effectively across multiple departments.
- Valid driver’s license required with the ability to obtain and maintain a Class E Chauffeur’s License (or applicable state-required license) for delivery responsibilities.
- Ability to safely operate company vehicles while adhering to all driving and safety policies.
Preferred Skills
- Knowledge of Caterpillar parts and equipment.
- Experience with OEM warranty portals and claim processing systems.
- Strong analytical and problem-solving skills.
- Customer service is a mindset with a professional and positive attitude.
- Ability to identify trends and opportunities to improve warranty recovery performance.
Hours: 7:00 AM – 3:30 PM – primary hours but could flex on floating driver needs
Physical Requirements:
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit for long periods, stand, walk, bend and stoop to perform the essential functions of this job. Occasionally lift and/or move up to 20 pounds.
Equal Employment Opportunity Employer of Minorities, Females, Protected Veterans and Individuals with Disabilities.