WARRANTY PROCESSOR

JOB SUMMARY

The Warranty Processor is responsible for the accurate processing, submission, and monitoring of warranty claims for trucks and related products (including inbound and outbound reports) . The role ensures compliance with manufacturer policies, timely reimbursement, and proper documentation while supporting the service team in all warranty-related concerns.

KEY RESPONSIBILITIES

1. Warranty Claims Processing

• Prepare, review, and submit warranty claims to manufacturers/principals.
• Ensure all claims are complete, accurate, and supported by required documents (job orders, parts invoices, diagnostic reports).
• Encode and maintain records in the dealership management system (DMS).

2. Compliance & Policy Adherence

• Ensure all claims comply with manufacturer warranty policies and procedures.
• Validate eligibility of warranty claims (coverage, period, mileage, and conditions).
• Stay updated on warranty bulletins, recalls, and manufacturer guidelines.

3. Coordination & Support

• Coordinate with Service Advisors and Technicians to gather necessary documentation and repair details.
• Liaise with parts department for correct parts usage and pricing.
• Communicate with manufacturer representatives regarding claim status, discrepancies, and approvals.

4. Monitoring & Reconciliation

• Track submitted claims and monitor approval/rejection status.
• Follow up on pending claims to ensure timely processing and reimbursement.
• Reconcile warranty receivables and report variances or denied claims.

5. Reporting & Documentation

• Maintain an organized filing system (physical and digital) for warranty documents.
• Prepare periodic reports (submitted, approved, rejected, pending claims).
• Assist in internal and external audits related to warranty transactions.

6. Continuous Improvement

• Identify recurring claim issues and recommend process improvements.
• Support aftersales team in minimizing warranty claim rejections.

SKILLS REQUIRED

• Strong attention to detail and accuracy
• Analytical and problem-solving skills
• Good communication and coordination skills
• Organizational and documentation skills
• Proficiency in Microsoft Excel and reporting tools

KEY PERFORMANCE INDICATORS

• Claim accuracy rate (low rejection rate)
• Turnaround time for claim submission
• Warranty recovery rate (timely reimbursements)
• Number of pending/aging claims
• Audit compliance score