The Warranty Administrator is responsible for the accurate administration, submission, monitoring and recovery of vehicle warranty claims in line with manufacturer and company requirements. The role supports the Service and Aftersales departments by ensuring warranty claims are processed efficiently, maximising warranty revenue and maintaining compliance with manufacturer standards.

Working within a busy commercial vehicle dealership environment, the Warranty Administrator will liaise with service advisors, workshop controllers, technicians, manufacturers and customers to ensure warranty claims are completed accurately and within prescribed timescales.

Warranty Administration 

• Prepare, process and submit warranty claims in accordance with manufacturer policies and procedures.
• Verify repair orders, technician reports and supporting documentation prior to claim submission.
• Ensure warranty claims are accurately coded and submitted within manufacturer deadlines.
• Monitor and track submitted claims through to approval and payment.
• Investigate and resolve rejected, queried or unpaid warranty claims.
• Maintain accurate warranty records and supporting documentation for audit purposes.
• Process warranty invoices and ensure correct allocation of costs and credits.

Compliance & Audit

• Ensure all warranty activity complies with manufacturer standards and dealership procedures.
• Maintain complete and accurate records to support internal and external warranty audits.
• Identify trends in rejected claims and implement corrective actions to improve claim success rates.
• Keep up to date with manufacturer warranty policies, procedures and system updates.

Communication & Collaboration

• Liaise with service advisors, workshop personnel and management regarding warranty eligibility and claim requirements.
• Provide guidance to operational teams on manufacturer warranty procedures.
• Develop professional working relationships with manufacturer warranty departments.
• Support customers and colleagues with warranty-related enquiries where required.

Reporting

• Produce warranty performance reports as required.
• Monitor warranty recovery levels and identify opportunities to maximise revenue.
• Assist management in analysing warranty claim trends and operational performance.

General Responsibilities

• Maintain confidentiality and comply with all company policies.
• Promote excellent customer service and professional standards.
• Support the wider administration and aftersales team where required.
• Undertake any other reasonable duties appropriate to the role.

• Accuracy and attention to detail.
• Customer focus.
• Accountability.
• Teamwork and collaboration.
• Commercial awareness.
• Planning and organisation. 
• Initiative and problem solving.
• Professionalism and integrity.
  

Essential Skills & Experience

• Previous administration experience in a fast-paced environment.
• Strong attention to detail and high levels of accuracy.
• Excellent organisational and time-management skills.
• Good computer literacy, including Microsoft Office applications.
• Strong communication and interpersonal skills.
• Ability to work independently and manage multiple priorities.
• Problem-solving skills and the ability to investigate discrepancies.

Desirable Skills & Experience

• Previous warranty administration experience within the automotive, HGV, commercial vehicle or dealership sector.
• Knowledge of manufacturer warranty processes and procedures.
• Understanding of commercial vehicle service and repair operations.
• Experience using Kerridge/Autoline or similar dealer management systems.
• Technical knowledge of HGVs, vans or commercial vehicles.