Centralized Warranty Administrator

Description

Department: Service

Reports To: Operations Manager

Supervises: None

Position Summary

The Centralized Warranty Specialist administers manufacturer warranty programs and claim processes across Campbell Tractor & Implement locations. This role ensures timely, accurate claim submission, maximizes warranty recovery, maintains compliance with manufacturer and dealership policies, and serves as the primary resource for warranty questions, training, and process improvement.

Essential Duties and Responsibilities

Warranty Administration

• Administer, submit, and track service warranty claims for all Campbell Tractor & Implement locations.

• Submit warranty extensions, special warranty requests, and over-the-counter parts warranty claims as appropriate.

• Monitor expiring warranties, special warranty programs, and open warranty repair orders to ensure timely closure and submission.

• Review rejected claims, coordinate corrections, and resubmit when eligible.

Warranty Compliance & Quality Control

• Ensure claims meet manufacturer and dealership documentation requirements, including complete Complaint, Cause, and Correction information.

• Maintain compliance with warranty regulations, service policies, non-returnable parts requirements, and audit documentation.

• Monitor Product Improvement Programs and manufacturer policy updates to prevent missed deadlines or expired programs.

Process Improvement & Administration

• Develop and maintain standardized warranty processes, procedures, and best practices across all locations.

• Monitor equipment records, warranty eligibility, parts tracking, returns, and claim processing requirements.

• Analyze warranty trends, claim rejections, and process performance; prepare reports for management review.

Training, Support & Communication

• Serve as the dealership’s primary warranty resource for Service Managers, Service Writers, Technicians, Parts Personnel, and leadership.

• Train employees on warranty procedures, documentation standards, and manufacturer policy updates.

• Communicate claim status, trends, concerns, and process updates to managers and operational teams.

• Support customer communications regarding warranty coverage, claim status, warranty expiration, and Product Improvement Programs when applicable.

Cross-Functional Collaboration

• Partner with Service Managers, Parts Departments, technicians, and service personnel to improve claim accuracy, documentation, parts handling, and warranty recovery.

• Coordinate with corporate leadership regarding warranty trends, compliance, and recovery opportunities.

Requirements

Qualifications

Education

• High School Diploma or GED required. 

• Associate degree in Business, Agriculture, Diesel Technology, Accounting, or a related field preferred. 

Experience & Skills

• Minimum of two (2) years of experience in service operations, warranty administration, dealership operations, or a related field.

• John Deere dealership, agricultural equipment, warranty system, or dealership management software experience preferred.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.

• Ability to occasionally lift up to 25 pounds.

• Ability to operate standard office equipment.

Work Environment

This position works primarily in an office setting within a dealership and interacts regularly with customers, sales staff, technicians, parts personnel, and management. A professional, welcoming demeanor is required while handling detailed administrative responsibilities.