Position Summary

The Warranty and Extended Coverage Administrator manages warranty claims, extended coverage programs, and equipment coverage records for rental and customer-owned equipment. This role partners with Service, Sales, Accounting, Operations, branch personnel, manufacturers, and customers to ensure claims and coverage transactions are accurate, timely, and well documented. The position supports branch performance by maintaining reliable equipment data, coordinating coverage purchases and payments, and serving as a primary resource for warranty-related questions. Success in this role requires disciplined follow-through, sound judgment, strong customer service, and consistent compliance with manufacturer and company requirements.

Essential Duties and Responsibilities

Warranty Administration

Process manufacturer warranty claims and related documentation accurately and within required submission timelines.
Verify warranty eligibility, labor and parts support, repair documentation, and other claim requirements before submission.
Prepare, submit, monitor, and reconcile claims, settlements, credits, rejected claims, and related costing transactions.
Invoice and close warranty work orders; monitor work in process and follow up on missing information or unresolved items.
Process manufacturer return goods authorizations and coordinate return shipment tracking when required.
Maintain complete claim files, supporting records, manufacturer portals, tracking tools, and audit-ready documentation.
Provide clear claim-status and warranty guidance to branch personnel, Service teams, and customers.

Extended Coverage Administration

Review rental fleet and customer equipment to identify eligibility for extended coverage programs before eligibility windows expire.
Prepare extended coverage quotations and explain available coverage options to Sales representatives, internal stakeholders, and customers.
Create purchase orders, obtain invoices and supporting documentation, and coordinate payment processing with Accounts Payable.
Purchase, modify, and document extended coverage contracts in accordance with approved customer and business requirements.
Maintain accurate records of coverage purchases, effective dates, expirations, renewals, contract terms, and equipment status.
Proactively communicate approaching deadlines, missing documentation, and coverage risks to the appropriate stakeholders.

Equipment Data and Administrative Support

Maintain equipment ownership, delivery, start-up, inspection, product-update, and warranty information in WebMIA and other company or manufacturer systems.
Add and update equipment records, machine cards, optional parts, and serialized components to preserve data accuracy.
Open and track product-update work orders through completion and maintain related reporting tools.
Prepare recurring and ad hoc reports on claims, recoveries, open work orders, coverage status, renewals, and exceptions for management review.
Safeguard company and customer records and retain documentation in accordance with established procedures.
Identify and implement process improvements that reduce claim leakage, missed deadlines, rework, and data errors.
Perform other duties reasonably related to the position’s purpose and responsibilities.

Required Qualifications

Education and Experience

High school diploma or GED, or an equivalent combination of education and relevant experience.
Two years of experience in warranty administration, service administration, equipment or fleet support, dealership operations, accounting support, or a related administrative role.

Knowledge, Skills, and Abilities

Demonstrated ability to interpret warranty or coverage requirements, evaluate supporting documentation, and resolve discrepancies.
Strong attention to detail, numerical accuracy, recordkeeping, and follow-through.
Proficiency with Microsoft 365 applications, particularly Excel, Outlook, and Word.
Ability to manage competing priorities, recurring deadlines, and a high volume of transaction-based work.
Ability to communicate professionally and clearly with customers, manufacturers, branch personnel, and cross-functional partners.
Ability to exercise sound judgment, escalate material exceptions, and maintain confidentiality.
Ability to work independently while collaborating effectively across Service, Sales, Accounting, and Operations.

Preferred Qualifications

Associate degree in business administration, accounting, automotive or equipment technology, or a related field.
Experience with heavy equipment, construction equipment, rental, dealership, or field-service operations.
Experience processing manufacturer warranty claims or administering extended service contracts.
Experience with WebMIA, ProSis, Tech Tool, ERP or dealer-management systems, manufacturer portals, or comparable platforms.
Intermediate Excel skills, including filters, lookups, pivot tables, and reconciliation of transactional data.

Work Environment and Functional Requirements

Work Environment and Schedule

Work is primarily performed in a professional office environment with regular interaction across branch and corporate functions.
Schedule is generally Monday through Friday during standard business hours; occasional schedule flexibility may be needed to meet claim, month-end, or manufacturer deadlines.
Travel is not regularly required but occasional travel to a branch, training, or manufacturer event may be assigned.
Noise level is generally low to moderate.

Functional Requirements

Remain in a stationary position and use a computer for extended periods.
Move throughout the office or branch environment to access records, equipment information, and work areas.
Communicate and exchange accurate information in person, by telephone, and through electronic systems.
Move or transport files, supplies, or other items weighing up to 25 pounds, when required.

Equal Opportunity and Accommodation

Power Equipment Company is committed to providing equal employment opportunities and maintaining an inclusive workplace. We provide accommodation to qualified applicants and employees in accordance with applicable federal, state, provincial, and local laws. Applicants or employees who require accommodation during the recruitment process or employment may contact Human Resources.

Learn more about this Employer on their Career Site

Warranty Administrator