A warranty administrator communicates with manufacturers about defective parts or repairs for a specific product, such as electronic components or modules, for a retail or distribution facility. This employee creates warranty requests, gathers and ships defective parts, and collaborates with the accounting department to ensure that all parts and labor claims are paid in full. In fact, if the company is large enough, such as an automotive dealership, this administrative position may oversee a number of other warranty workers.
New parts that are defective are usually returned to the manufacturer for a monetary credit, especially if replacing and adjusting the part requires worker labor. Each manufacturer inspects the returned parts and credits the facility that claimed the work; parts are typically credited at cost, and labor hours are paid according to the manufacturer’s specifications. To keep inventory levels accurate and the repair process profitable and fair, warranty administrators must ensure that each claim is paid.
To submit the claim, the warranty administrator must first prepare a standardized form that includes the part number and description, as well as all relevant information about the failure and replacement. The administrator must double-check that the claimed labor hours for the specific part replacement are correct. Many manufacturers will dismiss a claim if the claimed labor hours are excessive for the repair job.
The warranty administrator is responsible for returning defective parts to the manufacturer. Typically, the parts must be attached to the claim form for quick processing; lost parts or claims can necessitate time and money-consuming research by both the manufacturer and the administrator. The warranty administrator should ship the parts and file a claim with a traceable shipping company to ensure proof of delivery.
Before the accounting department sees the monetary credit from the manufacturer, it could take a few weeks. To confirm open claims, the warranty administrator should use a spreadsheet or another method of documentation. Workers can consult with accounting if any claims are pending or have been lost as a result of the documentation, and any issues can be resolved quickly to ensure a quick payment process.
Larger repair shops, particularly those in the automotive industry, usually have an administrator in charge of a team of workers. To ensure prompt payment, the group as a whole will divide warranty duties amongst each employee. The main administrator may only be responsible for supervising the workers and dealing with any unusual issues that may arise.