Warranty Administrator

Job Summary/Overview: 
Volvo Construction Equipment & Services (VCES) is seeking a detail-oriented and proactive Warranty Administrator to support our California operations. This role is responsible for ensuring the timely and accurate processing of all warranty claims in accordance with manufacturer guidelines, with a strong focus on maximizing claim recovery.

The ideal candidate is organized, analytical, and a collaborative team player who can build strong relationships across departments and with manufacturer partners.

Work Environment & Culture:
•    This position will champion a “Safety First,” “Customer Focused” and a “Continuous improvement” culture. 
•    Enforce and adhere to all company policies, procedures, standards, and values.
•    Maintain excellent customer and employee relations.
•    Work safely at all times. Adhere to all VCES safety guidelines, policies, and practices.

Key Responsibilities: 
•    Build and maintain strong working relationships with manufacturer warranty representatives.
•    Review warranty repair orders for accuracy, completeness, and compliance with policies.
•    Research and utilize manufacturer databases, special warranty programs, and policies.
•    Accurately enter and submit warranty claims, with complete documentation and supporting materials.
•    Verify repair history to prevent duplicate claims. 
•    Prepare and submit warranty claims efficiently to achieve 98%+ of claimable dollars.
•    Resolve claim issues in collaboration with the Corporate Warranty Manager.
•    Review returned/rejected claims and prepare appeals as needed.
•    Monitor claim status, including submissions, approvals, rejections, and payments. 
•    Maintain record logs of claims, parts to be returned or scrapped, and warranty tracking systems.
•    Maintain warranty accounts receivable schedule and journal entries.
•    Register machines in manufacturers’ portal and track warranty coverages. 
•    Ensure proper documentation and electronic file management. 
•    Stay current on warranty policies, terminology, and procedures. 
•    Participate in training and professional development opportunities. 
•    Be proactive and work independently to meet business expectations.
•    Maintain a strong commitment to professionalism, loyalty, quality of work, attention to detail and confidentiality.
•    Perform additional duties as assigned.

Required Qualifications:
•    High school diploma or equivalent required; Associate degree preferred.
•    3+ years of related experience preferred.
•    Proficiency in Microsoft Office (Excel, Word, PowerPoint).
•    Experience with Data Management Systems.

Preferred Skills / Competencies:
•    Strong numerical, analytical and organizational skills.
•    Excellent attention to detail and ability to multitask.
•    Problem-solving and troubleshooting capabilities. 
•    Strong written and verbal communication skills.
•    Strong interpersonal skills.
•    Ability to work independently within established processes and guidelines.
•    Professionalism, confidentiality, and commitment to quality work.

What We Value:
•    Safety-first mindset.
•    Manufacturer and Customer-focused approach.
•    Maximization of claims recovery.
•    Commitment to continuous improvement.
•    Strong teamwork and interpersonal collaboration.