What are the responsibilities and job description for the Warranty Administrator position at Space City Toyota?
Space City Toyota is looking for a detail-oriented and experienced Warranty Administrator to join our Service Department. In this critical role, you will be responsible for reviewing, preparing, submitting, and reconciling all manufacturer warranty claims — ensuring accuracy, compliance, and timely processing in accordance with Toyota policies and procedures.
If you're organized, thorough, and thrive in a fast-paced dealership environment, we want to hear from you!
DAY-TO-DAY RESPONSIBILITIES
- Process all warranty claims by the next business day following the Repair Order (RO) close date
- Review every warranty repair order for proper completion, accuracy, and legibility per Toyota policies and procedures
- Submit manufacturer warranty claims accurately and in a timely manner using dealership DMS
- Handle and resolve all claim corrections, charge-backs, and rejected or unpaid claims
- Check each repair order against the vehicle's service history to prevent duplicate claims
- Establish and maintain relationships with Toyota's designated warranty representatives
- Flag technicians for hours earned on warranty services performed
- Provide the Service Manager with weekly reports on claim status and outstanding items
- Provide the Parts Manager with updated parts listings on a weekly basis
- Conduct weekly audits of warranty schedules and aging reports, addressing adjustments and write-offs
- Analyze warranty trends and develop strategies to maximize the claim process
- Assist Service Consultants in closing all open warranty ROs
- Support Service Consultants and Technicians with warranty-related questions
- Report any suspected fraudulent manipulation of warranty claims immediately
- Comply with all applicable federal, state, and local regulations (OSHA, hazardous waste disposal, safety requirements)
- Attend Toyota warranty training courses and stay current on OEM policy updates
REQUIREMENTS
- High school diploma or equivalent required; associate's or bachelor's degree a plus
- Minimum 2 years of automotive dealership warranty administration experience REQUIRED
- Strong knowledge of OEM (Toyota preferred) warranty policies and procedures
- Proficiency with a Dealer Management System (DMS) — CDK, Reynolds & Reynolds, or Tekion preferred
- Excellent attention to detail and organizational skills
- Strong verbal and written communication skills
- Ability to work independently and collaboratively across service, parts, and management teams
- General knowledge of automotive parts and vehicle mechanical operations
- ASE certification or the ability to pass a pre-employment technical aptitude test is a plus
ADDITIONAL BENEFITS
- Starting pay from $4,000 - $7,000/ month performance-based bonuses
- 401(k)
- Health, dental, and vision insurance
- Maternity and family leave benefits
- Employee vehicle purchase and discount programs
- Ongoing Toyota manufacturer training and development
- Looking to promote from within as we grow and acquire more Stores!
Pay: $4,000.00 - $7,000.00 per month
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $4,000 - $7,000