Duties and Responsibilities of a Warranty Administrator in an Automobile Dealership The Warranty Administrator is responsible for managing warranty claims, ensuring compliance with manufacturer warranty policies, maintaining accurate records, coordinating with the service department, and ensuring timely reimbursement from the manufacturer.

Key Duties and Responsibilities1. Warranty Claim Management

- Prepare, verify, and submit warranty claims to the manufacturer within the prescribed timelines.
- Ensure claims are submitted with accurate repair details, labour operations, parts information, and supporting documents.
- Verify warranty eligibility based on vehicle age, mileage, warranty terms, and manufacturer guidelines.
- Monitor the status of submitted, pending, rejected, and approved claims.
- Follow up with the manufacturer for claim approval and settlement.

1. Warranty Documentation and Record Maintenance

- Maintain warranty claim files, repair orders, job cards, invoices, photographs, and other supporting documents.
- Ensure all warranty records are complete, accurate, and readily available for audits.
- Maintain records of warranty repairs, parts replaced, claim numbers, and claim settlement details.
- Ensure proper documentation of goodwill claims, extended warranty claims, and special warranty campaigns, wherever applicable.

1. Coordination with the Service Department

- Coordinate with service advisors, technicians, the workshop manager, and the parts department for warranty-related activities.
- Verify that warranty repairs are carried out according to manufacturer procedures.
- Ensure technicians record accurate diagnosis, repair details, labour time, and failure descriptions.
- Ensure replaced parts are tagged, stored, and handled according to manufacturer warranty policies.
- Communicate warranty requirements and documentation gaps to the concerned staff.

1. Warranty Policy Compliance

- Ensure compliance with manufacturer warranty policies, procedures,



and claim submission guidelines.
- Verify that warranty claims are supported by valid evidence and meet eligibility criteria.
- Monitor compliance with prescribed repair procedures and warranty documentation standards.
- Ensure warranty parts retention, inspection, return, and disposal procedures are followed.
- Keep updated on warranty policy changes, technical circulars, and manufacturer instructions.

1. Rejected and Pending Claim Follow-up

- Identify and analyse rejected, short-paid, and pending warranty claims.
- Coordinate with the manufacturer to resolve claim discrepancies and rejection issues.
- Submit additional documents or clarifications wherever required.
- Take corrective action to prevent recurring claim rejections.
- Maintain a rejection analysis report and track recovery of eligible amounts.

1. Warranty Parts Management

- Coordinate with the parts department for warranty parts identification and replacement.
- Ensure replaced parts are properly labelled with job card and claim details.
- Maintain records of warranty parts received, stored, inspected, returned, or scrapped as per policy.
- Ensure warranty parts are available for manufacturer inspection when required.
- Monitor compliance with parts retention timelines.

1. Financial Reconciliation and Reporting

- Reconcile warranty claims submitted, approved, and paid by the manufacturer.
- Verify warranty credit notes and payments against approved claims.
- Coordinate with the accounts department to resolve discrepancies in warranty receivables.
- Monitor outstanding warranty amounts and ensure timely follow-up.




- Prepare monthly warranty reports covering claim value, approval status, rejections, pending claims, and recoveries.

1. Warranty Audit and Inspection

- Prepare warranty records and supporting evidence for internal and manufacturer audits.
- Coordinate with manufacturer warranty auditors during inspections.
- Ensure audit observations are addressed within the stipulated timelines.
- Track corrective and preventive actions related to warranty audit findings.
- Maintain evidence of corrective action implementation and closure.

1. Customer and Internal Support

- Assist service advisors in clarifying warranty coverage and exclusions.
- Coordinate with the service manager to resolve warranty-related customer concerns.
- Ensure warranty claims are processed without avoidable delays.
- Support customer satisfaction by ensuring eligible warranty repairs are handled according to manufacturer policy.
- Explain warranty documentation requirements to relevant dealership staff.

1. Warranty Campaigns and Special Claims

- Monitor manufacturer-issued service campaigns, recalls, and special warranty extensions, where applicable.
- Ensure eligible vehicles are identified and repairs are documented correctly.
- Submit campaign-related claims within the prescribed timelines.
- Track campaign completion and claim reimbursement status.

Daily, Weekly and Monthly Activities

Frequency

Activities

Daily

Verify job cards, check warranty eligibility, submit claims, review pending claims, and coordinate with service and parts teams.

Weekly

Follow up on rejected claims, review warranty parts records, reconcile pending documentation, and monitor outstanding claims.

Monthly

Prepare warranty performance reports, reconcile manufacturer payments, review rejection trends, and support audit compliance.

Pay: ₹12,000.00 - ₹18,000.00 per hour

Advantages

- Food provided
- Provident Fund

Work Location: In person

📌 warranty incharge (Wayanad)
🏢 Amana Toyota, VPK Motors (P
📍 Wayanad