Warranty clerk

Job Title: Warranty Clerk & Backup Cashier
Department: Service
Location: Archie Cochrane Ford – Billings, MT
Employment Type: Full-Time

Archie Cochrane Ford is seeking a detail-oriented, organized Warranty Clerk & Backup Cashier to join our Service Department. This role is responsible for processing and tracking all warranty claims accurately and efficiently, while also providing backup support to the service cashier as needed.

Key Responsibilities

Warranty Clerk Duties (Primary)

• Prepare, submit, and track all warranty and recall claims to Ford and aftermarket warranty companies in a timely manner


• Review repair orders for proper documentation, authorization, and compliance with manufacturer and dealership policies


• Verify labor, parts, and sublet charges for accuracy and eligibility under warranty guidelines


• Maintain current knowledge of Ford and other warranty policies, procedures, and labor times


• Correct and resubmit rejected or unpaid claims; follow up on unpaid claims and resolve discrepancies


• Maintain organized warranty files, records, and reports


• Communicate effectively with Service Advisors, Technicians, and Management to ensure accurate documentation and prompt claim processing


• Assist with internal audits and ensure warranty processes meet dealership and manufacturer standards

Backup Cashier Duties

• Greet customers in a professional and friendly manner


• Accurately collect and process payments for service and parts (cash, check, credit/debit)


• Reconcile daily cash drawer and prepare end-of-day reports when covering the cashier


• Answer incoming service calls, transfer calls, and provide basic customer information as needed


• Provide receipts, explain charges to customers, and direct them to the appropriate personnel if questions arise

Qualifications

• Previous experience in dealership warranty processing preferred (Ford experience a plus)


• Automotive dealership or service department experience strongly preferred


• Basic understanding of vehicle service and repair terminology


• Comfortable working with computers and dealership management systems (CDK, Reynolds & Reynolds, or similar)


• Strong attention to detail and accuracy with numbers and data entry


• Excellent organizational and time management skills; ability to handle multiple tasks and deadlines


• Professional communication skills, both written and verbal

Work Schedule

• Full-time, on-site position


• Typical schedule: Monday–Friday, with occasional Saturdays as business needs require

What We Offer

• Competitive pay based on experience


• Health, dental, and vision insurance options


• 401(k) with company contribution (if applicable)


• Paid time off and holidays


• Employee discounts on vehicles, service, and parts


• Opportunities for training and advancement within the dealership

How to Apply

Please submit your resume and a brief cover letter describing your relevant experience to:
Email:[email protected]
Subject Line: Warranty Clerk & Backup Cashier – Service Department

Or apply in person at:
Archie Cochrane Ford
2133 King Ave W
Billings, MT 59102

Archie Cochrane Ford is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status.