Warranty Clerk

SUMMARY

The Warranty Clerk prepares, records, and submits warranty claims to the factory and/or distributor and reconciles them accordingly.

ESSENTIAL DUTIES

• Processes warranty claims on a timely basis for each franchise or distributor.

• Processes all warranty paperwork to ensure proper documentation.

• Verifies criteria required by factory or distributor.

• Reconciles all warranty receivables with payments through the appropriate accounting schedule.

• Research unpaid warranty receivables and communicates with OEM partners and vendors/prepares write-offs.

• Resubmits all rejected claims promptly or receives authorization to write them off.

• Follows up on payment of outstanding claims.

• Files and maintains all service records as required by the warrantor.

• Keeps informed of all factories recalls and bulletins.

• Assists with body shop warranty claims as needed.

• Operates office machines such as computer, adding machine, calculator, and copier.

• Files correspondence, and other records.

• Makes copies of correspondence or other printed matter.

• Maintains files for the department in a secure and confidential manner.

• Handles special projects as instructed by either the supervisor or the manager.

• Answers incoming phone calls in a prompt, polite, professional manner.

• Maintain basic knowledge of Service department information to act as a resource for incoming callers requesting such information.

• Handles customer complaints or refers to appropriate dealership employee as necessary for resolution.

• Exhibits and maintain high level of commitment to customer satisfaction.

• Greets visitors, ascertains the nature of their business, and conducts them to the appropriate person

• Maintains professional appearance.

• Keep work area neat and clean

• Participates in all training programs that are made available.

• Keeps current on new products and product updates.

• Must report to work on time every day as scheduled.

• Attends department meetings as required

QUALIFICATIONS

• Education

• • High School diploma or equivalent

• Experience

• 1-2 years' experience in warranty or administrative duties

• Basic Automotive knowledge

• Proficient in Microsoft Suite applications

KNOWLEDGE, SKILLS, AND ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge

• Administrative

• Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

• English Language

• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

• Computers and Electronics

• Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

• Customer and Personal Service

• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

• Administration and Management

• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

• Skills

• Active Listening

• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

• Speaking

• Talking to others to convey information effectively.

• Reading Comprehension

• Understanding written sentences and paragraphs in work-related documents.

• Writing

• Communicating effectively in writing as appropriate for the needs of the audience.

• Service Orientation

• Actively looking for ways to help people.

• Abilities

• Oral Comprehension

• The ability to listen to and understand information and ideas presented through spoken words and sentences.

• Oral Expression

• The ability to communicate information and ideas in speaking so others will understand.

• Written Comprehension

• The ability to read and understand information and ideas presented in writing.

• Written Expression

• The ability to communicate information and ideas in writing so others will understand.

• Near Vision

• The ability to see details at close range (within a few feet of the observer).

HEALTH, SAFETY, AND ENVIRONMENT (HSE) ACCOUNTABILITIES

• Responsibilities

• Follow standard safe work procedures

• Identify and report hazards and environmental aspects

• Follow reasonable instructions

• Act responsibly for the safety of self and others

• Participate in HSE improvement activities

• Wear designated personal protective equipment

• Ensure tools are in a safe condition before use

• Adhere to site safety rules

• Respond to spills or environmental

• Key Activities

• Report all unsafe situations immediately to Supervisor/Manager

• Take corrective action within own ability and report to supervisor

• Report all injuries, near hits and plant or equipment damage

• Support fellow employees

• Support HSE committees

• Ask about and keep informed of workplace hazards

• Attend training as requested

• Accountability Measures

• Processes of Supervision

• Current knowledge of HSE Committee and discussions

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The physical requirements of this position involve Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.

SUPERVISORY RESPONSIBILITY

This position has no direct supervisory responsibility

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.