| Detail | For this role |
|---|---|
| Department | Automobile Dealership |
| Level | Mid level |
| Reports to | Workshop Manager |
| Direct reports | None |
| Experience | 2 to 4 years in warranty or service administration |
Warranty Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Warranty Executive
Department: Automobile Dealership
Reports to: Workshop Manager
Location: [City], [office, branch or site]
About the role
A Warranty Executive handles the warranty and free service claims a dealership makes to the manufacturer. They prepare and submit claims with the right parts, labour and documents, follow up approvals and recover the money due. The role reports to the Workshop Manager or After Sales Manager. A good warranty executive gets claims approved the first time, keeps rejected and short paid claims low, submits within the manufacturer time limits, keeps failed parts and records ready for audit, and makes sure the dealership recovers every rupee it is genuinely owed.
Key responsibilities
- Prepare warranty and free service claims with correct parts, labour and fault codes.
- Submit claims to the manufacturer within the allowed time limits.
- Attach the required documents, photos and reports so claims are approved the first time.
- Follow up pending approvals and resolve queries with the manufacturer.
- Track rejected and short paid claims, find the cause and resubmit where valid.
- Store failed parts as required and keep them ready for manufacturer audit.
- Reconcile warranty receipts against claims and flag the gaps.
- Coordinate with service advisors and technicians for accurate fault details.
- Keep warranty records and registers organised and ready for manufacturer audit.
- Report warranty recovery and rejection trends to the manager.
Requirements
- Diploma or graduate in any stream
- Knowledge of automobile parts and fault codes
- Experience in a dealership after sales role is an advantage
- 2 to 4 years in warranty or service administration
KRAs and KPIs for a Warranty Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| First time approval | Claims approved without resubmission above the agreed level |
| Rejection control | Rejected and short paid claims kept below the agreed level |
| Submission timeliness | Claims submitted within the manufacturer time limit every time |
| Warranty recovery | Warranty amount recovered against claimed above the agreed level |
| Audit readiness | Failed parts and records kept audit ready with no gaps |
| Reconciliation | Warranty receipts reconciled to claims within target time |
Skills and tools
Tools used day to day: Manufacturer warranty portal, Dealer management system, MS Excel, Camera, Document scanner.
Reporting line and career path
Next roles: Workshop Manager, After Sales Manager, Warranty Manager
Interview questions for a Warranty Executive
- How do you make sure a warranty claim is approved the first time?
- How do you handle a claim the manufacturer has rejected?
- Why do warranty claims get short paid and how do you prevent it?
- How do you store and track failed parts for audit?
- How do you keep claims within the manufacturer submission time limits?
- How do you reconcile warranty receipts against your claims?
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What does a Warranty Executive do?
A Warranty Executive handles a dealership warranty and free service claims to the manufacturer. They prepare claims with correct parts, labour and documents, submit within time limits, follow up approvals and recover the money due. They control rejections, keep failed parts audit ready and reconcile warranty receipts against claims.
Why do warranty claims get rejected?
Warranty claims are usually rejected for wrong or missing fault codes, incomplete documents or photos, late submission past the time limit, or parts not covered under the policy. A warranty executive prevents this by preparing claims carefully, submitting on time and following the manufacturer warranty policy closely.
What skills does a Warranty Executive need?
The role needs careful documentation, a good grasp of the manufacturer warranty policy and fault codes, and command of the warranty portal and dealer system. Add follow up discipline, reconciliation and record keeping, since the dealership recovers money only when claims are complete, correct and submitted on time.