Warranty Administrator

At Johnson RV, we pride ourselves on delivering a best-in-class experience to RV enthusiasts across the Pacific Northwest. We are passionate about helping customers enjoy the RV lifestyle through quality vehicles, trusted service, and a commitment to excellence.

Position Overview

Johnson RV is seeking an organized and detail-oriented Warranty Administrator to oversee and manage all aspects of the warranty process across our dealership network. The ideal candidate will be the point person for warranty administration, responsible for pre-authorizations, payment submissions, part returns, recall coordination, and communication with internal teams, manufacturers, and vendors. This is a highly collaborative role requiring excellent follow-through, communication, and problem-solving skills.

Key Responsibilities - Warranty Administration

• Submit pre-authorizations and follow up with service advisors on missing documentation (photos, notes, etc.).
• Approve part requests and communicate with the parts department on shipments.
• Maintain accurate and up-to-date work order documentation, approvals, and comments.
• Track incorrect billing, including unclosed POs or unbilled freight, and ensure resolution.
• Coordinate with advisors for customer scheduling and status updates.
• Manage scheduling and approvals for onsite vendors (e.g., DiamondShield, LCI, Elwell).
• Submit completed claims for payment; attach invoices, parts, and relevant documentation.
• Handle appliance vendor part exchanges, ensuring all required data is submitted (performance sheets, photos, etc.).
• Initiate and track vendor RMAs and part returns (Sandy and other locations).
• Post tracking charges for new ROs and process Winnebago-specific warranty payments.
• Apply warranty payments (ACH, checks) and reconcile shortages/overages on A/R schedules.
• Review A/R schedules and aged warranty invoices; follow up on outstanding balances (60+ days).
• Order recall parts for both retail customers and inventory units.
• Monitor recall portals and create necessary work orders.
• Manage and forward recall mail and notifications to customers when necessary.
• Submit customer reimbursement check requests related to warranty work.
• Review open work orders and ensure accuracy in billing and warranty designations.
• Monitor We Owe entries and validate warranty coverage or responsibilities.
• Coordinate warranty payment tracking and reporting across all locations.

Operational & Administrative Support

• Keep delivery schedule updated with recall statuses.
• Audit parts CRM for outdated requests; follow up or cancel as needed.
• Respond to internal and external requests for work order records and customer documentation.
• Collaborate with Maddi on warranty registration submissions and corrections.
• Send DAFs and BOLs to manufacturers within 48 hours of unit delivery.
• Confirm unit mileage entries at stock-in for accuracy in IDS.
• Assist accounting with AP invoice discrepancies and approvals.
• Post AP invoices to relevant work orders.
• Submit and track employee reimbursement requests and purchase requisitions.
• Set up and manage portal user accounts for team members.
• Coordinate technician and parts department factory training with manufacturers.
• Manage manufacturer account setup in IDS (including tax forms, ACH info, and contact data).
• Review DAF paperwork for transport-related damages and oversee repair coordination (estimates, scheduling).
• Ensure IO lines on PAs are supported with held funds.
• Submit labor rate adjustment requests to manufacturers as needed.

Requirements

• 3+ years of experience in warranty administration or service department operations, preferably in the automotive or RV industry.
• Strong knowledge of warranty processes, manufacturer portals, and dealership operations.
• Proficiency with dealership management systems (preferably IDS).
• High attention to detail and excellent organizational skills.
• Strong communication and follow-up abilities, both internally and with vendors/manufacturers.
• Ability to analyze and manage accounts receivable and invoice reconciliation.
• Self-starter who can manage multiple tasks and deadlines across locations.
• Collaborative, team-oriented, and solutions-driven mindset.

Salary Description

$50,000-$70,000