Warranty & Parts Administrative Coordinator

Position Summary

The client is seeking a dependable, organized, and detail-oriented team member to support our Service and Parts Departments. This position is responsible for processing warranty claims, reconciling warranty receivables, assisting with Loyalty Engagement (LE) customer follow-up, and providing administrative support to the Parts Department as needed.

The ideal candidate enjoys working with numbers, is highly organized, communicates well with customers and coworkers, and can manage multiple priorities in a fast-paced dealership environment.

Primary Responsibilities

• Process and submit warranty claims accurately and promptly.

• Monitor claim status and resolve rejected or suspended claims.

• Research and correct warranty discrepancies.

• Ensure warranty documentation complies with policies and procedures.

• Maintain warranty schedules and aging reports.

• Communicate with service advisors and technicians to obtain missing or corrected documentation.

Accounting & Reconciliation

• Reconcile warranty receivable accounts.

• Follow up on unpaid warranty claims.

• Work with the accounting office to resolve posting discrepancies.

• Balance warranty schedules and maintain accurate financial records.

• Assist with month-end warranty reconciliations.

Loyalty Engagement (LE)

• Contact eligible customers regarding Loyalty Engagement opportunities.

• Document customer contacts and follow-up activities.

• Coordinate with the sales and service departments to maximize LE participation.

• Maintain accurate customer records and reports.

Parts Department Support

• Assist Parts personnel during busy periods.

• Answer telephones and assist customers.

• Look up and invoice parts as needed.

• Receive and stock parts shipments.

• Help maintain inventory accuracy and organization.

• Provide general administrative support to the Parts Department.

Qualifications

• Strong attention to detail and accuracy.

• Excellent organizational and time management skills.

• Comfortable working with numbers and reconciliations.

• Strong computer skills, including Microsoft Excel and Outlook.

• Excellent customer service and communication skills.

• Ability to learn warranty policies and dealership software.

• Ability to work independently while supporting multiple departments.

Preferred Qualifications

• Previous dealership experience preferred.

• Experience with warranty claims is a plus.

• Experience with CDK dealership management software is preferred.

• Accounting or bookkeeping experience is beneficial.

• Parts department experience is a plus.

Success in This Role

A successful candidate will:

• Submit accurate warranty claims with minimal errors.

• Keep warranty receivables current.

• Resolve claim discrepancies quickly.

• Maintain timely LE customer follow-up.

• Provide dependable support to the Parts Department.

• Demonstrate professionalism, teamwork, and a positive attitude.

The client offers a stable work environment, opportunities to learn multiple dealership operations, and the chance to become an important member of our service and parts team.