Corporate Warranty Administrator

2 weeks ago

Portland, Oregon, United States Ultimate Staffing Full time
Job Summary

We are seeking an experienced Warranty Claims Specialist to join our team at Ultimate Staffing. As a Warranty Claims Specialist, you will play a key role in supporting our warranty team and stakeholders by preparing and filing warranty claims, as well as providing vital administrative support to the team and other departments as needed.

Key Responsibilities
  • Ensure the organization is optimizing warranty reimbursement while minimizing potential policy expenses and write-offs.
  • Review work orders for warrantable tasks and assist branches with crafting repair order (RO) narratives for both warranty and billable repairs. Verify the accuracy of work order comments, parts lists, and accompanying documentation.
  • Provide support to branches in the claim filing process. This may involve gathering and analyzing documentation, preparing and submitting claims on behalf of the branch, or serving as a resource to assist branches in submitting claims.
  • Review branch-level accounting for OEM payments prior to posting and make necessary corrections to ensure accuracy.
  • Oversee branch scrap lists in OEM systems, ensuring timely and appropriate parts returns, using the correct methods, and managing the scrapping of remaining components as needed.
  • Proactively monitor original equipment systems for initiatives such as campaigns, modifications, cost-saving measures, inventory management, and service updates. Utilize internal systems to drive improvements in key performance indicators (KPIs) across branches. Provide ongoing support to the field team by resolving work order issues and addressing other service-related needs. Collaborate regularly with the Warranty Analyst to track progress and align goals.
  • Maintain and update process manuals, ensuring they reflect the latest standards. Communicate any updates or changes to the department and management as necessary.
  • Provide additional administrative support as required to ensure smooth operations across teams.
  • Monitor and maintain warranty reporting to enhance and sustain the organization's warranty processes while ensuring full compliance. Reporting should be aligned with the company's warranty objectives and designed to maximize the likelihood of successfully meeting those goals.
Requirements
  • Minimum of an associate's degree in accounting, business, or related field (equivalent combination of education and experience is sufficient)
  • 1+ years of customer service experience and general office/administrative experience
  • 1+ years of Warranty Administration experience preferred
  • Strong knowledge of warranty processes and procedures
  • Strong knowledge of basic accounting processes (AP, AR)
  • Proficient with computer programs (e.g., MS Office Word and Excel)
  • Excellent oral, written, and interpersonal communication skills
  • Ability to build relationships with internal and external contacts; ability to work with a variety of personalities and levels of technical proficiency
  • Strong organizational and time management skills
  • Highly detail-oriented and able to maintain organized files and records
  • Ability to identify, analyze, and solve problems

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