Claims and Warranty Clerk Parts

Job Overview
We are seeking a detail-oriented Claims & Warranty Clerk to join our internal operations team on a part-time basis. You will work behind the scenes to ensure claims are handled accurately and promptly, helping the company recover costs and maintain strong vendor relationships. This position is focused on managing claims and warranty matters with equipment suppliers, parts vendors, and service contractors. You will be responsible for accurate documentation, timely follow-through, and proper resolution of all vendor-related claims and warranty submissions for our fuel service operations, equipment, and supplier agreements.

Duties

• Review purchase orders, vendor invoices, and service records to substantiate claims
• Communicate with vendor representatives to follow up on open claims and warranty returns
• Maintain accurate records of warranty terms, expiration dates, and claim outcomes
• Identify recurring defect or failure patterns and escalate trends to management
• Maintain organized digital and physical files for all claims and warranty documentation
• Prepare periodic reports on open claims, recovery amounts, and resolution timelines
• Process and review warranty claims for fuel equipment, pumps, tanks, vehicles, and related parts/services
• Verify claim documentation, including invoices, repair records, photos, and service reports
• Follow up on claim statuses and resolve discrepancies with suppliers
• Support the operations team with general administrative tasks related to claims and warranties

Qualifications and Requirements

• Previous experience in claims processing, warranty administration, accounts payable, or general office administration preferred
• Strong attention to detail and high level of accuracy
• Excellent organizational and time-management skills
• Proficient in Microsoft Office (especially Excel and Outlook)
• Experience with QuickBooks is a plus
• Ability to work independently with minimal supervision
• High school diploma or GED required; associate degree preferred

Pay: $12.00 - $18.00 per hour

Work Location: In person