Parts/Warranty Administrator - Denton

Position Overview:

Additionally, the position supports the parts department by assisting customers and technicians in obtaining the correct parts, maintaining inventory records, and organizing parts storage for efficient operations.

Reports to: Service Manager

Key Responsibilities:

1. Warranty Management:

• Review, prepare, and submit warranty claims to manufacturers for all RV repairs covered under warranty.
• Ensure that all necessary documentation, including repair orders, technician notes, and pictures are submitted with claims to meet manufacturer requirements.
• Follow up on pending and denied claims, providing additional information as needed to ensure reimbursement.
• Parts Management:
• Manage the retail and dealer parts business, ensuring that the proper parts are in stock to handle retail customers and service needs.
• Train and educate parts staff on proper RV systems, ensuring high levels of knowledge to support customer and dealer needs.
• Communication:
• Act as the primary point of contact between the dealership, customers, and manufacturers for all parts and warranty-related inquiries.
• Communicate with service technicians, advisors, and managers to gather information required for warranty claims.
• Inform customers about the status of their warranty claims, including approvals, denials, or additional documentation needed.
• A/R Tracking:
• Track all warranty claims from submission to reimbursement, ensuring that payments are received and accurately offset using the Warranty A/R Reports.
• Reconcile warranty credits and debits with the dealership’s accounting department.
• Investigate and resolve any discrepancies between submitted claims and payments received from manufacturers.
• Customer Service:
• Assist customers and service technicians in identifying and locating the correct parts for RV repairs and maintenance.
• Provide knowledgeable advice to customers regarding parts availability, pricing, and product specifications.
• Process parts orders, ensuring that transactions are completed accurately and efficiently, both in person and over the phone.
• OEM and Retail Inventory Management:
• Receive, inspect, and stock incoming parts deliveries, verifying that the correct items and quantities are received.
• Organize parts inventory to ensure efficient access and retrieval, maintaining a clean and orderly parts storage area.
• Monitor inventory levels and inform the Parts Manager of low stock items or potential stock shortages.
• Assist in regular inventory audits to ensure accuracy and resolve any discrepancies.
• Parts Replenishment:
• Prepare parts orders for external customers and dealership service technicians, ensuring that all orders are processed and delivered promptly.
• Track back-ordered or special-order parts, ensuring customers and service staff are informed of any delays or expected arrival times.
• Coordinate with vendors and suppliers to check on the status of parts orders and resolve any issues with delayed or incorrect shipments.

Requirements

Qualifications:

• Previous experience as a Parts/Warranty Administrator in the RV, automotive, or a similar industry preferred.
• Strong understanding of warranty processes, retail and OEM parts, manufacturer guidelines, and claim submission procedures.
• Excellent organizational skills with a keen attention to detail.
• Strong communication and customer service skills, with the ability to handle inquiries from both customers and manufacturers professionally.
• Proficient in using service management software, motility is a plus.
• Ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
• Knowledge of RV systems and repair terminology is a plus.

Education:

• High School Diploma or equivalent required; additional training or certification in service management, business administration, or a related field is a plus.

Benefits

Benefits:

• Competitive salary and potential performance bonuses
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays
• Opportunities for continued training and career development