Automotive Warranty Administrator

Position Overview

National Bus Sales is looking for an organized, dependable, and customer-focused Warranty Administrator to join our team.

This isn’t a typical warranty position where you simply process claims and move on to the next one. Our customers operate buses all across the country, and when they have a warranty issue, we want them to be able to make one call to us and know we’re going to help them get it handled.

The Warranty Administrator will work directly with our customers, repair facilities, manufacturers, vendors, technicians, and our internal Service and Parts teams to keep repairs moving from start to finish.

Sometimes that means finding a qualified repair facility hundreds of miles away. Other times it means tracking down an authorization, gathering pictures or diagnostic information, following up on a claim that hasn’t been paid, or simply keeping a customer updated while their bus is down.

We’re looking for someone who takes ownership. When an issue comes in, we don’t want it passed from person to person. We want someone who will stay on top of it until it’s resolved.

What You’ll Be Doing

Be the main point of contact for customers with warranty issues, whether their bus is at National Bus Sales or somewhere else in the country.

Help customers through the warranty process from the first phone call until their bus is repaired and back in service.

Find qualified repair facilities when needed and help coordinate appointments based on the customer’s location and repair needs.

Communicate directly with repair shops to explain the issue, provide information, and help get the repair process started.

Work between the customer, repair facility, National Bus Sales, manufacturers, and vendors to keep everyone on the same page.

Keep customers updated. Even when we’re waiting on someone else, we don’t want our customers wondering what’s happening with their bus.

Work with manufacturers and vendors to verify warranty coverage and obtain repair authorizations.

Gather estimates, diagnostic information, technician findings, pictures, parts information, labor times, invoices, and other documentation needed for warranty approval.

Review repair information before work is completed or claims are submitted to make sure warranty requirements have been met.

Prepare and submit warranty claims accurately and on time.

Follow claims through payment. Submitting the claim isn’t the end of the job.

Stay on top of unpaid, rejected, or denied claims and work to resolve missing information or other issues.

Review completed repairs to make sure we’re receiving all warranty reimbursement available.

Track warranty receivables and help reconcile payments from manufacturers and vendors.

Keep complete and organized records for each warranty case.

Work closely with our Service, Parts, and Accounting teams to resolve problems.

Watch for recurring failures, documentation issues, claim denials, or other warranty trends and bring them to management’s attention.

Stay familiar with the warranty requirements of the manufacturers and vendors we work with.

Help technicians, service employees, and outside repair facilities understand what documentation is needed for warranty repairs.

Assist with warranty audits and provide supporting documentation when needed.

What Makes This Position Different

Our customers travel and operate buses throughout the United States. When something goes wrong, we don’t want to hand them a phone number and tell them to figure it out.

We help take care of it.

A customer may call us from Oklahoma, Texas, Florida, California, New York, or anywhere in between. They may be sitting at a repair facility that has never worked with us before, or they may not even know where to take their bus.

That’s where this position comes in.

The Warranty Administrator helps find the right shop, coordinates the repair, works with the manufacturer or vendor on coverage, follows up on the paperwork, and keeps the customer informed along the way.

Our goal is to make National Bus Sales a one-stop shop for our customers—even when the repair isn’t happening at our facility.

What We’re Looking For

Previous warranty, service coordination, dealership, or automotive/service experience is preferred.

Experience with buses, commercial vehicles, heavy-duty trucks, automotive dealerships, transportation, equipment, or service operations is a plus.

Strong customer service and communication skills.

Someone who is extremely organized and can keep track of multiple customers, repairs, claims, appointments, and deadlines at the same time.

Strong attention to detail and the ability to catch missing or incorrect information.

Comfortable talking with customers, technicians, service managers, manufacturers, vendors, and company leadership.

Willing to pick up the phone and call repair facilities anywhere in the country to help get a customer taken care of.

Good computer, email, data-entry, and documentation skills.

Experience with dealership management systems, warranty portals, manufacturer systems, or service software is helpful.

A basic understanding of repair orders, parts, labor, estimates, and service terminology is helpful.

Someone who can research a problem, find an answer, and keep following up until the issue is resolved.

What Success Looks Like

We aren’t going to measure success in this position simply by how many claims you submit.

A successful Warranty Administrator keeps things moving.

Customers know what’s happening with their bus. Repair facilities have the information they need. Manufacturers receive complete documentation. Claims are followed until they’re paid. Problems don’t sit untouched because someone forgot to follow up.

We also want to make sure National Bus Sales receives the warranty reimbursement we’re entitled to and that preventable denials don’t cost the company money.

Most importantly, nothing falls through the cracks.

You Might Be a Great Fit If...

You’re the kind of person who doesn’t like leaving things unfinished.

If someone hasn’t called you back, you follow up. If an authorization is still pending, you check on it. If a claim hasn’t been paid, you find out why. If a customer is waiting, you keep them updated—even if you don’t have the final answer yet.

You can have several things going at once and still know where each one stands. You’re comfortable talking to people, solving problems, asking questions, and figuring things out when the answer isn’t immediately obvious.

At National Bus Sales, we want our customers to know that when they call us with a problem, we’re going to do everything we can to help get them taken care of.

The Warranty Administrator plays a big part in making that happen.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Experience:

• Word and Excel: 3 years (Required)

Ability to Commute:

• Tulsa, OK 74131 (Required)

Ability to Relocate:

• Tulsa, OK 74131: Relocate before starting work (Required)

Work Location: In person

Salary : $51,198 - $78,204