Warranty Administrator

Job Summary

The Warranty Administrator is responsible for performing weekly corporate warranty processing and administrative tasks related to fleet equipment. This role follows established policies, procedures, and manufacturer guidelines to
identify, submit, track, and document warranty claims accurately and within required timeframes. The position works closely with corporate support personnel, area fleet support personnel, vendors, and multiple business units to support timely warranty recovery and compliance.

Key Responsibilities

• Perform daily review of maintenance records, work orders, and repair activity to identify potential warranty claims.

• Prepare, submit, and track warranty claims in accordance with GFL policies and manufacturer requirements.

• Maintain accurate and complete warranty documentation, including claim details, supporting materials, and correspondence.

• Enter and update warranty information in the Company’s maintenance system (M5) and other required tracking tools.

• Use multiple OEM and manufacturer warranty systems to process and monitor claim status.

• Update and maintain tracking logs using Google Sheets to monitor deadlines, approvals, and resolutions.

• Follow up with vendors, manufacturers, and internal teams to obtain required information and ensure timely claim completion.

• Communicate claim status updates to appropriate stakeholders as needed.

• Perform work in a fast-paced environment while meeting strict submission and follow-up deadlines.

• Adhere to established processes, workflows, and standard operating procedures related to warranty administration.

• Perform other related administrative duties as assigned within the scope of warranty.

Knowledge, Skills & Competencies

Technical Skills:

• Proficiency in Google Workspace tools (Sheets, Docs, Etc)

• Understanding of AI tools integration, uses, and limitations (Google Gemini)

Behavioral Competencies

• Collaboration, problem-solving, communication.

• Strong organizational skills and attention to detail.

• Ability to work effectively with multiple business units.

Requirements

• Prefer a minimum of one (1) year of experience working with fleet parts, heavy-duty equipment, and/or diesel or CNG trucks.

• Basic working knowledge of truck and body systems, including: Engine, aftertreatment, braking, suspension, cooling systems, electrical, diesel and CNG fuel systems, hydraulic, pneumatic, and related components.

• Basic working knowledge of refuse body types and operational basics.

Interfaces & Stakeholders

• Collaborates with vendors, manufacturers on proper processing procedures, adheres to guidelines set by warranty agreements and communicates those to the field.

• The internal team communicates with multiple levels of business and is responsible for processing warranty between the maintenance level and OEM partners in a timely manner.

• Provide data and guidance to corporate directors as requested in a clear and concise manner that would be visible by upper management and shareholders.

Physical Demands

• Must be able to remain in a stationary position for 75% of the workday.

• Occasional walking, standing, and ability to move around the office.

• Use of hands for typing, data entry, grasping, pinching, and operating standard office equipment

Working Conditions & Travel

• Office work environment

• In-Office Preferred, work from home on as needed basis.

• Limited travel may be required for training or presentations.