Job Description

Job Summary: The Warranty Claims Advisor is responsible for processing and managing warranty claims related to fleet vehicles, equipment, and components. This role involves working closely with vendors, manufacturers, the maintenance department, and internal teams to ensure that warranty claims are submitted accurately, tracked efficiently, and resolved in a timely manner.
Essential Job Functions:
Process warranty claims for fleet vehicles and equipment, ensuring compliance with terms
Collaborate with suppliers and vendors to submit claims accurately and promptly, including required documentation
Act as the main contact for warranty-related issues between maintenance, suppliers, and the company
Communicate with external parties to resolve claims and track their status
Maintain a database of all warranty claims and related documentation
Track warranty expirations and ensure timely claim submissions
Monitor warranty claim trends and report on the status of claims and reimbursements
Provide regular reports to management on the status of warranty claims, including outstanding claims, reimbursements, and trends
Analyze data to identify cost-saving opportunities and process improvements
Ensure claims comply with manufacturer policies and regulations
Address denied claims, work to resolve issues, and maintain accurate records for audits
Continuously assess and enhance the warranty claims process for efficiency and cost savings
Collaborate with stakeholders to improve reporting and claim resolution times
Issues payment to vendors through multiple electronic means
Utilize third-party vendors to facilitate roadside assistance and repairs
Coordinate with dispatch when a unit of the fleet needs repair
Communicates with internal and external customers in a professional manner at all times
Process repair invoices, create and issue purchase orders to vendors
Utilize Transman software to record and monitor breakdown events
Communicate effectively with drivers, vendors, and customers both verbally and in writing
Utilize tools provided to identify the location of assets
Familiarization with compliance rules to ensure repairs do not put a driver in hours of service violations
Coordinate and communicate with incoming and outgoing shifts to ensure repairs are completed promptly and these repairs are documented
Coordinate repairs with technicians at terminals for over-the-road Drivers
Process payments and send to correct department assets for repair when a bill back is required
Maintain a positive and professional attitude toward customers at all times
Travel to any terminal location as needed
Other related duties as assigned
Qualifications:
Required:
High School Diploma or equivalent
Valid Driver’s license in state of residency with acceptable driving record
Must be able to pass a pre-employment drug test and submit to the company random drug and alcohol program
Strong organizational and time-management skills, with a keen eye for detail.
Ability to manage multiple tasks and claims simultaneously, ensuring that deadlines and processes are met.
Excellent written and verbal communication skills, with the ability to interact effectively with vendors, manufacturers, and internal teams.
Proficiency with warranty management software, fleet maintenance management systems, and Microsoft Office Suite (Excel, Word, Outlook) and Google Workspace
Strong problem-solving skills, with the ability to address issues related to claim denials, discrepancies, or delays.
Ability to work any schedule including nights, weekends, and holidays
Preferred:
Degree in Business Administration, Logistics, or a closely related field
Experience in warranty claims processing in transportation, logistics, or fleet maintenance
Strong understanding of vehicle and equipment warranties, including knowledge of OEM (original equipment manufacturer) and third-party warranty policies
Experience working with fleet maintenance teams and handling warranty claims related to vehicle repairs and parts replacement
Physical Requirements:
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: Must possess mobility to work in a standard office setting and use standard office equipment including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. Must be able to remain in a stationary position for extended periods. This is mostly a sedentary office classification, although standing in outdoor work areas and walking between terminals, maintenance shops and CMV operating areas for short periods can be necessary. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator, and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach push and pull. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.

• Work Environment: The duties of this job are performed in both an office environment, a CMV Terminal environment, and outdoors, thereby experiencing some minor to moderate level of noise due to office/CMV equipment. Exposure to various climate conditions, fumes, dust, odors, oil/grease, and gasses.
• Western Dairy Transport provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.