Warranty Administrator

Ballard Truck Center is a family-owned business providing the best experience in the full-service commercial trucks industry in the northeast. Ballard’s dedicated team of technicians and representatives have earned them the title of #1 in Customer Satisfaction in the US by Volvo Trucks and Mack Trucks USA Dealer of the Year time and time again. Whether it is sales, service, parts, leasing, or rentals – Ballard’s been keeping the community rolling for over 100 years.

Ballard Truck Center in Hermon, ME is currently hiring for Warranty Administrator [1028B]. 
 

Job Overview:

The Warranty Administrator is responsible for preparing, recording, and submitting warranty claims to the OEMs and reconciling them accordingly.

Responsibilities and Duties/Essential Functions:

• Process warranty claims on a timely basis for each OEM, ensuring all required documentation and criteria are met for repair orders, parts warranties, and dealer sponsored fleet warranties
• Close warranty repair orders in a timely manner
• Ensure all warranty paperwork is complete and properly documented
• Verify criteria required by OEM
• Work with technicians, service advisors, and any other relevant personnel to ensure warranty policies and procedures are being followed and properly documented
• Assist and support customers with warranty questions/claims/inquiries as needed
• Reconcile all warranty repair orders with payments
• Submit credits to the appropriate personnel for posting
• Resubmit rejected claims promptly or obtain authorization to write them off
• Follow up on payment of outstanding claims
• Work with the Parts Manager/Parts Dept. on warranty core returns
• Keep track of warranty parts/cores and ensure they are returned to the OEM or scrapped as needed
• File and maintain all service records as required by the OEM
• Review and notate the warranty schedule provided by accounting with the applicable information
• Stay up to date with OEM recalls, service bulletins, and policy changes
• Assist with warranty audits as required
• Assist with various service office duties as needed

Work Environment:

• Primary work is performed in an office setting within the dealership, with frequent communication and coordination with the service and parts departments
• May require occasional visits to the shop area where exposure to loud noise, fumes, and vehicle movement is possible

Position Type:

This is a full-time (40 hours per week) position. Overtime may be required. The typical schedule is Monday through Friday. 

Physical Demands:

• Prolonged periods of sitting at a desk and working on a computer
• Occasional standing and walking within the dealership and service department
• Ability to lift and carry materials such as warranty parts, files, and boxes weighing up to 25 pounds
• Frequent use of hands and fingers for typing, data entry, filing, and handling documents
• Ability to bend, stoop, reach, and climb short distances when retrieving documents or inspecting warranty items
• Must have close visual acuity to read documents, review digital screens, and identify small components or serial numbers
• Good hearing and clear verbal communication skills are essential for interacting with manufacturers, service personnel, and customers
• Work is primarily performed indoors in a climate-controlled office; occasional exposure to service shop environments may involve moderate noise and vehicle-related conditions

Other duties:

Please note 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.

Qualifications & Skills:

• Education level:
  •  Minimum: high school diploma or equivalent
• Experience:
  • Minimum: 2-3 years in a relevant or related position (automotive or heavy truck)
  • Preferred: Experience in warranty administration
  • Preferred: Familiarity with CDK software dealer management software
  • Preferred: Previous experience in a heavy-duty truck dealership
• Skills:
  • Proficient computer skills
  • Good communication
  • Time management
  • Attention to detail
  • Problem solving
  • Organization
  • Works well with others
  • Professional
• Licenses:
  • Preferred: Drivers License

Benefits include:

• Health insurance
• Dental insurance
• 401(k)
• Flexible spending account
• Short term disability
• Long term disability 
• Life insurance
• Paid time off
• 10 paid holidays a calendar year
• Company paid uniforms