Warranty Administrator

We are looking for a highly organised and effective Warranty Administrator to join our central Warranty team at our Head Office based in Ulting, Maldon, Essex. The role will support our Agriculture and Construction divisions, working closely with branches, manufacturers and suppliers to ensure warranty claims are submitted accurately, processed efficiently and followed through to payment.

Role Purpose:

The Warranty Administrator will examine completed warranty repair orders from our dealerships and prepare, submit and manage warranty claims in line with individual manufacturer policies and procedures. A key part of the role is to ensure Ernest Doe receives the maximum appropriate recovery for warranty work completed, with claims actively managed from initial submission through to final payment.

Key Responsibilities:

• Review completed warranty repair orders to ensure all required information, labour, parts and supporting documentation are present before submission.
• Prepare and submit warranty claims to Agriculture and Construction equipment manufacturers and suppliers using the relevant manufacturer systems, standard repair times and operations codes
• Ensure claims are accurate, compliant with manufacturer policy and submitted within required deadlines.
• Monitor submitted claims through approval, credit and payment, taking ownership of each claim through to completion.
• Regularly review outstanding and aged warranty claims and proactively chase manufacturers and suppliers for payment.
• Investigate overdue, unpaid, rejected, queried or reduced claims and take the necessary action to achieve resolution and maximise recovery.
• Liaise with Service Managers, Service Advisors, Parts Departments and technicians across the branch network to resolve missing or incorrect information.
• Identity recurring causes of claim rejection, delay or underpayment and work with the Warranty Manager and branches to reduce these issues.
• Support warranty audits and ensure records and supporting documentation meeting manufacturer requirements.
• Monitor manufacturer warranty policies, procedures and submission requirements and communicate relevant changes to the business.
• Work with the Warranty Manager to identify opportunities to improve warranty processes, recovery levels and turnaround times.
• Administer manufacturer warranty policy in the best interest of Ernest Doe while maintaining strong working relationships with manufacturers and suppliers.
• Previous warranty administration within an agricultural, construction, automotive, commercial vehicle, plant or machinery dealership would be advantageous, but is not essential as we are happy to train the candidates.
• Strong administration skills with excellent attention to detail.
• Commercially aware, with the confidence and persistence to follow up outstanding claims and chase overdue payments.
• Comfortable investigating discrepancies and resolving rejected, queried or unpaid claims.
• Excellent written and verbal communication skills, with the ability to deal professionally and diplomatically with branch teams, managers, manufacturers and suppliers.
• Highly organised, with the ability to manage large number of claims at different stages simultaneously.
• Able to prioritise workload and meet manufacturer submission deadlines without compromising accuracy.
• Analytical and methodical when investigating problems or discrepancies.
• Self-motivated and able to work on own initiative, taking ownership and accountability for claims through to completion.
• Confident using computer systems, spreadsheets and manufacturer warranty portals.
• Able to identify opportunities for process improvement.
• Discreet when dealing with confidential or commercially sensitive information.

Additional Information:

Start Date: Immediate, subject to candidates notice period

Hours: 40hrs per week – 8am to 5pm Monday to Friday (1hr unpaid lunch)

Contract: Permanent, Full time, Salaried

Salary: £Competitive, depending on experience

Benefits: We are offering a competitive salary, plus 32 days annual leave including bank holidays, Company Sick Pay Scheme, Workplace Pension, Employee Referral Bonus Scheme, Winter Flu Jab Service, Car Tyre Discount, Staff Discount in Country Stores and Death in Service Cover (2 x salary).

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