Warranty Administrator, Leasing - TEC Equipment, Inc.

Headquartered in Portland, Oregon, TEC has 30+ locations from Seattle to San Diego to the Midwest, serving thousands of customers across Washington, Oregon, California, Nevada, Arizona, Nebraska, Iowa and South Dakota.

TEC Equipment features Mack and Volvo heavy-duty trucks, Hino and Isuzu medium duty trucks, Wabash trailers and Cottrell auto transport trailers. We offer a large and desirable inventory of new Mack and Volvo heavy-duty trucks and all makes of used trucks. Our full-service line-up also features quality parts, state-of-the-art service, collision centers and fuel, leasing/rental, financing, and insurance. Our locations are authorized service centers for Mack, Volvo, Cummins, Meritor, Eaton and Fuller warranties. TEC truly offers the convenience of one-stop shopping for all trucking-related needs.

The Corporate Warranty Administrator, Leasing is responsible for assisting the warranty team and all stakeholders with preparing and filing warranty claims and providing support for all branch locations to ensure that warranty and policy claims with TEC Equipment’s OEM and vendor partners are filed accurately and within specified timelines.   In addition, general administration duties to support the fleet department and field operations will also be assigned as needed.

Key warranty duties include preparing claims for submission, providing support to branch operations partners on claim submission and reconciliation, monitoring reporting and ongoing performance, and ensuring compliance with OEM and vendor requirements.

The person in this position must embody company values: Teamwork, Entrepreneurship, and Customer Focus and be committed to providing a high level of support to internal customers to better enable managers and employees to fulfill TEC Equipment’s Customer Commitment – to be recognized by customers as their Best Business Partner. 

• Ensure TEC equipment is optimizing warranty reimbursement while reducing potential policy expenses/write-offs:
  • Analyze work orders for warrantable work and support branches on RO story writing as it pertains to warranty and customer billable repairs. Ensure the accuracy of work order comments, parts lists, and documentation.
  • Support branches with claim filing as needed; this may include collecting and analyzing documentation, preparing and filing claims on behalf of the branch, or serving as a resource to branches in the claim filing process.
  • Review branch-level accounting on OEM payments prior to posting, making corrections as needed.
  • Monitor branch scrap lists in OEM systems and ensure parts are being returned on time, using appropriate methods, and remaining components are scrapped as needed.
• Support service & proactively monitor OE for initiatives such as campaigns, modifications, cost initiatives, inventory, and service updates utilizing the TEC systems that drive improvement in KPIs for the branches. Support the field team with work order issues and other related service needs. Regularly meet with the Warranty Analyst to monitor progress and goals.
• Maintain and support the maintenance of updated process manuals for leasing processes, if necessary, provide communication to the fleet department, sales team, and field management as needed. Additional admin tasks as required.
• Monitor and maintain warranty reporting to improve and sustain TEC’s warranty processes, while ensuring compliance. Reporting should align with warranty objectives for the company and help ensure the highest probability of success that those objectives will be achieved.
• Stay up to date and knowledgeable on claim filing, accounting functions, and system use as it pertains to warranty administration. Participate in training, webinars, and information sessions with OEM partners and be comfortable communicating updates to branch operations partners.
• Build successful relationships with all appropriate internal partners (corporate service manager, local service managers, service staff, etc.).
• Best Practice Modeling / Continuous Improvement – Maintain knowledge of current best practices.
• Continually seek and recommend ways of improving existing practices and/or creating new ones as our business needs evolve. Share best practices, and inform Warranty Analyst of new policies, procedures, and compliance-related topics.
• Assist Warranty Analyst in the preparation of OEM warranty claim audits, ensuring branches have proper documentation and are prepared for OEM audits.
• Provide post-audit reporting and training as needed to ensure compliance.
• Stay up-to-date on OEM warranty and policies. Be self-motivated to research areas where knowledge of a particular policy or procedure is needed and share information with the Warranty Analyst.

• Minimum of an Associate’s degree in accounting, business, or related field (equivalent combination of education and experience is sufficient)
• 1+ years of customer service experience and general office/administrative experience
• 1+ years of Warranty Administration experience preferred
• Strong knowledge of warranty processes and procedures
• Strong knowledge of basic accounting processes (AP, AR)
• Proficient with computer programs (e.g., MS Office Word and Excel)
• Excellent oral, written, and interpersonal communication skills
• Ability to build relationships with internal and external contacts; ability to work with a variety of personalities and levels of technical proficiency
• Strong organizational and time management skills
• Highly detail-oriented and able to maintain organized files and records
• Ability to identify, analyze, and solve problems

TEC provides our employees and their families with a full menu of health, wellness, and retirement benefits.

New hires are eligible to participate in TEC Equipment’s comprehensive benefits plan the first of the month following your date of hire.

• Choice of two comprehensive medical plan options that include prescription drug coverage
• Choice of two dental plans that cover preventative and diagnostic care, basic and major services, and orthodontia for children
• Vision care, discounted hearing exams, and hearing aids
• 401(k) retirement savings plan with company contribution
• Life, accident, and disability insurance
• Employee Assistance Program (EAP)
• Education assistance
• Seven paid holidays, vacation accrual of at least 48 hours per year, and paid sick

All offers of employment are contingent upon successful completion of all applicable screenings.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Pursuant to the San Francisco Fair Chance Ordinance and the Los Angeles Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.