Warranty Administrator in Houston, Texas at VA MCFOH LLC

Mike Calvert Ford is proud to be the newest addition to the Vaughan Automotive Group family. As our newest acquired dealership, we're entering an exciting new chapter — bringing fresh energy, new opportunities, and renewed investment in our people and our customers. We're looking for a Warranty Administrator to join our Service Department. This role is responsible for reviewing, preparing, submitting, and reconciling all manufacturer warranty claims, ensuring accuracy, compliance, and timely processing in accordance with Ford policies and procedures.

Responsibilities

• Process all warranty claims by the next business day following the Repair Order (RO) close date
• Review every warranty repair order for proper completion, accuracy, and legibility per Ford policies and procedures
• Submit manufacturer warranty claims accurately and in a timely manner using the dealership's DMS
• Handle and resolve all claim corrections, charge-backs, and rejected or unpaid claims
• Check each repair order against the vehicle's service history to prevent duplicate claims
• Establish and maintain relationships with Ford's designated warranty representatives
• Flag technicians for hours earned on warranty services performed
• Provide the Service Manager with weekly reports on claim status and outstanding items
• Provide the Parts Manager with updated parts listings on a weekly basis
• Conduct weekly audits of warranty schedules and aging reports, addressing adjustments and write-offs
• Analyze warranty trends and develop strategies to maximize the claim process
• Assist Service Advisors in closing all open warranty ROs
• Support Service Advisors and Technicians with warranty-related questions
• Report any suspected fraudulent manipulation of warranty claims immediately
• Comply with all applicable federal, state, and local regulations (OSHA, hazardous waste disposal, safety requirements)
• Attend Ford warranty training courses and stay current on OEM policy updates

• High school diploma or equivalent required; associate's or bachelor's degree a plus
• Minimum 2 years of automotive dealership warranty administration experience required
• Strong knowledge of Ford warranty policies and procedures
• Proficiency with a Dealer Management System (DMS) — CDK, Reynolds & Reynolds, or Tekion preferred
• Excellent attention to detail and organizational skills
• Strong verbal and written communication skills
• Ability to work independently and collaboratively across service, parts, and management teams
• General knowledge of automotive parts and vehicle mechanical operations

Preferred Qualifications

• ASE certification or the ability to pass a pre-employment technical aptitude test
• Prior warranty administration experience at a Ford dealership