Warranty Administrator (Automotive Dealership)

Location: Tumwater, WA (on-site)
Schedule: Full-time, Mon–Fri (with occasional month-end/closure needs)
Compensation: $26.00–$32.00/hr DOE + benefits

About the Role

The Warranty Administrator ensures every manufacturer warranty and goodwill claim is processed accurately and on time. You’ll partner closely with Service Advisors, Technicians, Parts, and Accounting to keep documentation airtight, reimbursements flowing, and chargebacks to a minimum. This is a detail-driven, self-starter role where accuracy and follow-through matter.

What You’ll Do

• 
  

  Process & Submit Claims: Prepare, verify, and submit warranty/goodwill claims through manufacturer portals (e.g., Toyota) within required timelines.

  
  


• 
  

  Toyota Pre-Paid Maintenance: Process claims for Toyota pre-paid maintenance programs (PPM/Toyota Auto Care/ToyotaCare Plus)—verify RO was coded properly, submit, and reconcile remittances.

  
  


• 
  

  Documentation Control: Audit ROs for compliant stories (cause/correction), labor ops/times, parts, sublets, photos, and approvals; ensure parts retention rules are followed.

  
  


• 
  

  Follow-Up & Corrections: Track open/returned claims, research denials, and resubmit with proper documentation.

  
  


• 
  

  Receivables & Reconciliation: Monitor warranty schedules/aging; work with Accounting to reconcile payments, short pays, adjustments, and PPM remittances.

  
  


• 
  

  Compliance & Audits: Maintain policy adherence and audit readiness; support training on documentation best practices.

  
  


• 
  

  Reporting & KPIs: Keep simple reports on submission cycle time, return rate, and chargebacks; surface trends to management.

  
  

What You’ll Bring

• 
  

  Experience in dealership service operations (warranty, service advisor, or RO administration)—Toyota experience a plus.

  
  


• 
  

  Strong attention to detail, organization, and deadline management in a high-volume environment.

  
  


• 
  

  Proficiency with DMS and OEM portals (Reynolds & Toyota), plus Excel/Sheets.

  
  


• 
  

  Clear, professional communication with techs, advisors, OEM reps, and accounting.

  
  


• 
  

  Valid driver’s license; ability to handle typical office/file tasks.

  
  

Benefits

Medical, dental, vision, 401(k) with match, PTO/holidays, employee discounts, training, and growth opportunities.