Warranty Admin

Gateway Toyota is looking for an experienced Warranty Clerk.

The Warranty Clerk is responsible for reviewing, submitting, tracking, correcting, and reconciling warranty claims after they have been entered by the Service Advisors, ensuring claims meet manufacturer requirements and that the dealership receives full and timely payment.

Job Duties:

• Review completed warranty claims entered by Service Advisors for accuracy and completeness.
• Verify required documentation, technician comments, labour operations, parts, causal parts, and supporting information are included.
• Identify errors or missing information and return claims to the appropriate advisor for correction.
• Submit completed warranty claims to Toyota/manufacturer.
• Monitor claims to ensure they are submitted within required timelines.
• Monitor submitted claims and track outstanding warranty receivables.
• Review rejected, returned, or adjusted claims and determine the reason for rejection.
• Work with Service Advisors and Service Management to obtain missing information or corrections.
• Resubmit corrected claims and follow up until payment is received.
• Reconcile warranty claim payments against submitted claims.
• Investigate discrepancies between claimed and paid amounts.
• Follow up on outstanding or unpaid claims.
• Ensure warranty parts are properly tagged, documented, and retained according to manufacturer requirements.
• Monitor warranty parts for required return or disposal timelines.
• Maintain organized warranty documentation and records.
• Assist with warranty audits and provide required documentation when requested.
• Communicate with Toyota warranty representatives regarding claim questions, rejected claims, policy clarification, and unusual situations.
• Stay current with changes to warranty policies, procedures, and submission requirements.
• Research warranty bulletins and manufacturer requirements when necessary.
• Work closely with Service Advisors, Technicians, Parts, Service Management, and Accounting.
• Provide feedback to advisors when recurring claim errors or documentation issues are identified.
• Help advisors understand what information is required to get claims approved.
• Identify trends in rejected claims and recommend improvements to reduce future rejections.

Successful Candidates Possess:

• Ability to work in a team and possesses strong interpersonal skills with an upbeat and engaging attitude.
• Excellent listening skills.
• Ability to problem solve and high attention to detail.
• Loves a fast pace environment.
• Computer skills and understanding of technology.
• Experience with Reynolds and Reynolds software considered an asset.

Why Work for Gateway Toyota:

• As a team we strive for the best Customer Experience for our customers.
• Great Team Atmosphere
• Friendly Environment
• Benefits Package for Permanent Staff

We do thank all applicants in advance, but only those selected for an interview will be contacted. Thank you for your interest!