Position Summary

Heartland Tractor is seeking a detail-oriented and highly organized Equipment Warranty Claims Processing Specialist to manage the submission, tracking, reconciliation, and resolution of equipment warranty claims. This remote position plays a critical role in ensuring warranty reimbursements are processed accurately and efficiently while maintaining compliance with manufacturer policies and dealership procedures.

The ideal candidate has experience in warranty administration, equipment service support, agricultural equipment operations, automotive warranty processing, or dealership administration. This individual will work closely with service departments, technicians, manufacturers, and accounting teams to maximize claim recovery and maintain accurate warranty records.

Key Responsibilities

Warranty Claims Administration

• Review, prepare, and submit warranty claims for agricultural, construction, turf, and related equipment repairs.
• Verify that claims contain complete and accurate labor, parts, and repair documentation.
• Ensure warranty submissions comply with manufacturer guidelines, policies, and deadlines.
• Monitor claim status from submission through reimbursement.
• Process warranty claim corrections, resubmissions, and appeals when necessary.

Documentation & Compliance

• Review technician repair orders and service documentation for warranty eligibility.
• Verify labor times, parts usage, and supporting documentation before claim submission.
• Maintain organized electronic warranty files and records.
• Ensure compliance with manufacturer audit requirements and internal procedures.
• Assist in preparing documentation for warranty audits and reviews.

Manufacturer & Vendor Communication

• Serve as a liaison between Heartland Tractor and equipment manufacturers regarding warranty issues.
• Communicate with manufacturer warranty representatives to resolve claim discrepancies.
• Follow up on pending, denied, or partially approved claims.
• Track policy updates and warranty program changes issued by manufacturers.
• Escalate unresolved issues to management as appropriate.

Financial Reconciliation

• Reconcile warranty reimbursements against submitted claims.
• Investigate discrepancies between expected and received reimbursements.
• Coordinate with accounting personnel regarding warranty receivables and adjustments.
• Maintain accurate records of claim payments and outstanding balances.
• Assist with monthly warranty reporting and financial analysis.

Reporting & Process Improvement

• Generate reports related to claim volume, approval rates, denials, and reimbursement performance.
• Identify trends in claim rejections and recommend corrective actions.
• Support continuous improvement initiatives within warranty administration processes.
• Monitor claim turnaround times and workflow efficiency.
• Assist with special projects related to service operations and warranty management.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of experience in warranty administration, claims processing, service administration, dealership operations, equipment support, automotive warranty processing, or a related field.
• Strong attention to detail and accuracy.
• Excellent organizational and recordkeeping skills.
• Ability to interpret warranty policies and procedural guidelines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Excel.
• Ability to work independently in a fully remote environment.
• Reliable high-speed internet connection and dedicated home office workspace.

Preferred

• Experience with agricultural equipment, construction equipment, heavy machinery, automotive dealerships, or equipment service operations.
• Familiarity with manufacturer warranty systems and dealership management software.
• Knowledge of repair orders, labor operations, parts documentation, and service workflows.
• Experience with warranty audits and reimbursement reconciliation.
• Associate degree in Business Administration, Accounting, Operations, or a related field.

Core Competencies

• Warranty claims administration
• Documentation accuracy
• Compliance management
• Analytical thinking
• Financial reconciliation
• Problem-solving
• Time management
• Communication and collaboration
• Process improvement
• Customer and vendor relations

Performance Metrics

• Warranty claim approval rate
• Claim submission accuracy
• Reimbursement recovery percentage
• Claim processing turnaround time
• Reduction in claim denials and resubmissions
• Audit compliance performance
• Documentation completeness
• Timely resolution of outstanding claims

Pay: $25.59 - $30.81 per hour

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Work from home

Work Location: Remote