Warranty Specialist

Our Organization

Volvo Penta North America (VPNA) delivers power solutions for marine and industrial applications. As part of the Volvo Group, we combine proven technology with deep expertise to support customers across a wide range of industries. From commercial and leisure marine vessels to data centers, construction, mining, and agriculture, VPNA is helping shape the future through diesel and gas engines, electrification, and integrated power and energy solutions. With North America as a key growth market for Volvo Penta, this is an exciting time to be part of the business.

What you will do

The Warranty Administrator is responsible for processing warranty claims within the organization for validity and accuracy according to current Volvo Group coverage certificates and the published policies and procedures. This role ensures that during warranty reviews work is documented properly, claims are submitted and tracked accurately, and reimbursement is received in a timely manner. The position requires a strong understanding of manufacturer policies, excellent administrative skills, and the ability to coordinate with internal departments and external vendors.  Manage your portfolio of dealers effectively, including occasional conflict resolution that may occur among dealers, internal personnel and customers during claim administration. 

Key Responsibilities/Accountabilities

Claims Management:

• Submit, track, and reconcile warranty claims with manufacturers or third-party providers.
• Review work orders, invoices, and other documentation for accuracy before submission.
• Monitor claim status and follow up on delayed or denied reimbursements.

Process Oversight:

• Ensure compliance with OEM (original equipment manufacturer) warranty guidelines and standards.
• Maintain accurate and organized records of all warranty transactions.
• Analyze trends in warranty claims to identify recurring issues or areas for improvement.

Reporting:

• Prepare regular reports on claim status, reimbursement trends, and performance metrics.
• Provide feedback to management and technical teams regarding frequent warranty issues.

Collaboration & Communication:

• Work closely with service advisors, technicians, and parts departments to ensure accurate warranty documentation.
• Serve as the point of contact between the company and the manufacturer/distributor for warranty-related issues.
• Resolve any conflicts between dealer and Volvo Group as it relates to coverage issues.
• Provide dealer and internal people with occasional warranty training by phone contacts, during periodically scheduled classes, and during dealer visits or with fleet and dealer visits.
• Participate in updates to Warranty Operations Manual as items are identified to include re-writes of the manual and coverage certificates.
• Assist with dealer warranty audits as required.
• Investigate, quantify and effect change when necessary in claim patterns that are outside reasonable limits.
• Understand standard warranty coverages and purchased coverages.

Who are you

Critical Competencies

• Accuracy and Attention to Detail
• Technical Comprehension
• Problem-solving and Judgement
• Analytical Abilities
• Communication & Coordination
• Time Management & Prioritization
• Integrity & Compliance Awareness
• System Proficiency
• Relationship building

Essential Educational and/or Training Qualifications and Certificates

• Associate’s Degree in Applied Technology or Business, Bachelor’s Degree preferred

Preferred Experience/Knowledge

• 2-4 years of warranty administration experience
• 2 years of automotive industry experience preferably in heavy duty truck/service outlet
• Bilingual communication will be preferred (Spanish/English)
• 2 years year customer service experience
• Working knowledge of the Volvo & Mack parts systems to include IMPACT, PartsLinq, UCHP, VDA+, and Vehicle Inquiry.
• Technical knowledge in terms of being familiar with warranty systems, service repair processes and OEM requirements.

Ready for the next move?

Physical Requirements:
While performing the duties of this job, the employee may be required, with or without reasonable accommodation, to: Stand, walk, or sit, sometimes for prolonged periods

• Balance, stoop, kneel, crouch, or crawl
• See, speak, and hear, including distinguishing visual and audible signals necessary for safety and effective communication
• Use hands or fingers to handle or feel objects, tools, or controls
• Work in a cubicle in an office environment
• Reach with hands and arms to access products, tools, and controls
• Lift, move, or carry up to twenty (20) pounds unassisted
• Have stamina for on-site work including occasional extended hours, sometimes weekends

Expected Competence at Work: Employees in Volvo Penta are required to meet and/or develop to the following competencies:

• Respect: You trust, respect and provide equal attention to those around you.
• Collaborative: You build partnerships and work collaboratively with others to meet objectives
• Trust: You gain the confidence and trust of others through honesty, integrity and authenticity
• Stakeholder Management: You can engage with others effectively no matter their role
• Self-Development: You seek new ways to grow and be challenged using different ways of learning
• Change Management: You know others respond to change differently and you support with empathy
• Influencing: You help colleagues by sharing your ideas and ensure that your message is clear
• Strategic mindset: You see future possibilities ahead and can translate them into new strategies
• Networking: You build formal and informal relationships across the organization proactively
• Accountability: You take responsibility and own up to commitments.
• Manage ambiguity: You can operate effectively even when things are not certain or clear
• Customer focus: You deliver customer-centric solutions

Other Considerations:
To qualify, applicants must be legally authorized to work in the United States, and should not require, now or in the future, sponsorship for employment visa status.
This job is an on-site position along with flexibility based on Volvo Group work principles and coordination with your manager.

This job description reflects the general nature and level of work performed and is not intended to be an exhaustive list of duties or responsibilities.