Warranty Clerk

ABOUT THE ROLE

Our client, a well-established multi-franchise motor dealership in Witbank, is looking for an accurate, organised Warranty Clerk to join its service department. The successful candidate will prepare, submit and follow up warranty, goodwill and service-plan claims across several manufacturer brands. The role is key to making sure the dealership is paid in full and on time for warranty work, and that every claim meets manufacturer requirements and passes audit.

KEY RESPONSIBILITIES

• Prepare and submit warranty, goodwill, service-plan and maintenance-plan claims on the relevant manufacturer (OEM) systems within the required timeframes.
• Check job cards, technician reports, labour times, part numbers and causal-part information for accuracy and completeness before submission.
• Work with service advisors, technicians and the workshop foreman to get correct fault descriptions, diagnostic reports and supporting documents.
• Follow up on rejected, queried and outstanding claims and resubmit corrected claims promptly.
• Reconcile warranty claims against manufacturer credits and payments, and keep the warranty debtors account up to date.
• Manage the retention, labelling, storage and return of warranty parts according to manufacturer requirements.
• Keep accurate electronic and physical warranty records, ready for manufacturer and internal audits.
• Process recall and campaign work and track its completion.
• Prepare regular warranty reports, including claims submitted, outstanding, rejected and paid, for the Service Manager.
• Keep up to date with manufacturer warranty policies, procedures and system changes.
• Perform general service department administration as required.

Requirements

MINIMUM REQUIREMENTS

• Matric (Grade 12).
• At least 2 years' experience as a Warranty Clerk or Warranty Administrator in a franchised motor dealership.
• Working knowledge of manufacturer warranty claim systems and dealer management systems (e.g. Autoline, Kerridge, Evolve or similar).
• Good understanding of job cards, labour operation codes and parts numbering.
• Proficiency in Microsoft Excel and Outlook.
• Valid Code B driver's licence. ADVANTAGEOUS
• Warranty experience across more than one vehicle brand.
• Manufacturer warranty training or certification.
• Experience with warranty audits.
• Basic technical or mechanical understanding of vehicles. SKILLS AND COMPETENCIES
• Strong attention to detail and accuracy.
• Excellent organisational and record-keeping skills.
• Ability to work to strict manufacturer deadlines.
• Good communication skills and ability to work with technicians and service advisors.
• Persistent and methodical in following up outstanding claims.
• Professional integrity and confidentiality.