Warranty Program Manager-Vehicle Manufacturing
We’re looking for a confident, detail-oriented individual contributor to join us as our Warranty Program Manager—someone who takes ownership, asks thoughtful questions, and follows through. You bring sound judgment, a collaborative approach, and the ability to work independently while building strong relationships across departments. If you enjoy connecting the dots, solving problems, and bringing structure to a growing business, we’d like to meet you. This is a hands-on program ownership role, not a people-management position.
Join us at our brand-new, state-of-the-art, climate-controlled facility in Kansas City, Missouri, where you can contribute your ideas and help shape how we work as our manufacturing operations grow. We offer generous paid time off, 12 paid holidays, medical, dental, and vision insurance options, company-paid life insurance, short- and long-term disability benefits, and a 401(k) with company match and immediate vesting, along with employee discounts and opportunities for continued growth and development.
Job Title: Warranty Program Manager
Classification: Exempt
Reports To: Director of Strategic Operations
Position Type: Full Time
Work Schedule: Monday-Friday,
Work Location: Headquarters, Kansas City, MO
Job Summary
The Warranty Program Manager collaborates with department leaders to design, develop, implement, and administer the Master’s Motors warranty program. This individual-contributor role facilitates the development of warranty policies, workflows, documentation standards, decision criteria, reporting tools, and recovery processes with input from affected departments. The position also oversees warranty matters from initial claim receipt through final resolution and recovery.
The Warranty Program Manager serves as the primary facilitator of warranty-related collaboration among Master’s Motors, Master’s Transportation Service, Accounting, Production, Quality, Engineering, suppliers, and manufacturers. In partnership with these stakeholders, the position supports a consistent and well-documented warranty process while maintaining the objectivity needed to evaluate and resolve warranty matters in a timely and professional manner.
Essential Functions
Warranty Claim Review and Determination
- Receive, review, investigate, and process warranty claims submitted to Master’s Motors.
- Evaluate repair documentation, invoices, photographs, parts information, service records, failure details, and other supporting materials.
- Determine whether claims qualify for coverage under applicable warranty terms, requirements, and limitations.
- Make and document claim approval, partial approval, request-for-information, or denial determinations.
- Request additional documentation or technical information when the available information is insufficient to make a claim determination.
- Clearly communicate claim decisions, documentation requirements, and next steps to the appropriate stakeholders.
- Maintain an independent, objective, and consistently applied claim-review process between Master’s Motors and the servicing operation.
Manufacturer, Chassis, and Supplier Recovery
- Identify claims that may qualify for reimbursement from component manufacturers, chassis manufacturers, suppliers, or other responsible parties.
- Prepare and submit claims in accordance with applicable manufacturer and supplier requirements.
- Compile and maintain the supporting documentation necessary to substantiate reimbursement requests.
- Track outstanding claims, credits, reimbursements, and other recovery activity through final resolution.
- Respond to requests for additional information from manufacturers and suppliers.
- Review denied, reduced, or disputed claims and determine whether additional documentation, follow-up, or escalation is appropriate.
- Professionally advocate for reimbursement while maintaining productive relationships with external partners.
- Coordinate with Accounting to reconcile approved reimbursements, credits, payments, and outstanding balances.
Cross-Functional Coordination
- Serve as the primary Master’s Motors contact for warranty claim administration and resolution.
- Partner with Master’s Transportation Service regarding claim submissions, repair documentation, invoicing, parts information, and supporting records.
- Coordinate with Master’s Motors Accounting regarding approved claim payments, vendor invoices, reimbursements, credits, and account reconciliation.
- Collaborate with Production, Quality, Engineering, Service, Parts, and other departments to gather and evaluate the technical and operational information needed to make well-supported warranty determinations.
- Coordinate with appropriate internal stakeholders when a claim may involve insurance coverage.
- Communicate claim status, outstanding documentation needs, and resolution requirements to responsible parties.
- Escalate complex, disputed, high-risk, or unusually costly claims to leadership as appropriate.
Claim Documentation and Administration
- Maintain complete, accurate, and organized electronic claim files.
- Document claim determinations, supporting analysis, correspondence, invoices, approvals, denials, reimbursements, and resolution activity.
- Monitor open claims and follow up on incomplete, delayed, or unresolved matters.
- Maintain claim tracking tools and provide accurate status information to leadership and internal stakeholders.
- Ensure documentation supports the business rationale for claim decisions and reimbursement requests.
- Protect confidential, proprietary, and business-sensitive information obtained through the claim process.
Reporting, Analysis, and Process Improvement
- Monitor claim activity, aging, resolution status, reimbursement activity, and outstanding balances.
- Identify recurring component failures, repair concerns, documentation deficiencies, supplier issues, and other warranty trends.
- Prepare reports or summaries for leadership regarding warranty activity, claim status, recoveries, and emerging concerns.
- Communicate significant trends to Production, Quality, Engineering, Service, Accounting, and other appropriate stakeholders.
- Collaborate with department leaders and subject-matter experts to develop, implement, maintain, and continuously improve warranty procedures, standard operating procedures, and work instructions.
- Identify process gaps that contribute to delayed decisions, incomplete claims, missed recoveries, or inconsistent results.
- Partner with department leaders and affected stakeholders to evaluate and implement improvements that strengthen documentation, shorten resolution time, increase recovery opportunities, and improve accountability.
- Assist with training internal stakeholders on applicable warranty procedures and documentation requirements.
Supervisory Responsibilities
None. This position is an individual-contributor role and does not currently supervise employees. The title “Manager” reflects ownership and administration of the Master’s Motors warranty program, including responsibility for facilitating cross-functional program development, making warranty determinations, and coordinating resolution and recovery activities with department leaders and external business partners.
Required Education/Experience/Certifications
- Three or more years of relevant experience in warranty administration, vehicle service, fleet maintenance, claims administration, automotive or commercial vehicle operations, parts, manufacturing, technical service, or a related area.
- Demonstrated ability to review detailed documentation, investigate issues, and make well-supported decisions.
- Strong organizational skills and the ability to manage multiple claims, deadlines, and follow-up requirements.
- Strong written and verbal communication, professional negotiation, and conflict-resolution skills.
- Strong attention to detail and commitment to accurate recordkeeping.
- Proficiency with Microsoft Office applications and the ability to learn warranty, service, accounting, and business systems.
- Ability to collaborate effectively with department leaders and cross-functional stakeholders while maintaining the independence and objectivity required to make consistent, well-supported warranty determinations.
Preferred Education/Experience/Certifications
- Experience administering manufacturer, chassis, component, supplier, or vehicle warranty claims.
- Experience working with commercial vehicles, buses, fleet operations, vehicle production, automotive service, or related equipment.
- Working knowledge of vehicle systems, repair terminology, service documentation, parts, labor, and failure analysis.
- Experience preparing reimbursement claims and pursuing recovery from manufacturers or suppliers.
- Experience developing standard operating procedures, work instructions, reporting tools, or claim-tracking processes.
- Associate or bachelor’s degree in business, automotive technology, operations, accounting, supply chain, or a related field.
Competencies
- Sound analytical judgment and problem-solving ability
- Claims investigation and documentation
- Warranty coverage analysis
- Professional vendor and manufacturer communication
- Negotiation and reimbursement recovery
- Technical aptitude
- Strong follow-through and accountability
- Organization and deadline management
- Attention to detail
- Cross-functional collaboration
- Professional written and verbal communication
- Process improvement
- Ability to handle sensitive or disputed matters professionally
- Ability to make objective decisions based on available facts and documentation
Work Environment
This position regularly operates in a professional office environment and may also work in or visit vehicle production, service, parts, or maintenance areas. The employee may be exposed to moving vehicles, machinery, tools, noise, fumes, dust, and other conditions commonly associated with automotive, commercial vehicle, manufacturing, or service operations. Appropriate safety practices and personal protective equipment must be followed when required.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee may be required to:
- Remain in a stationary position for extended periods
- Use a computer, telephone, and standard office equipment
- Review electronic and physical records
- Communicate in person, by telephone, and electronically
- Move throughout office, production, service, and parts areas
- Occasionally bend, reach, climb, or position themselves to view vehicles, parts, or components
- Occasionally lift or move materials weighing up to 25 pounds
- Visually inspect documentation, vehicle components, and supporting claim materials
Travel Requirements
Limited travel may be required to visit company locations, manufacturers, suppliers, service facilities, or other business partners.
Other Duties
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
AAP/EEO Statement
Master’s Transportation is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, pregnancy—including childbirth, lactation, and related medical conditions—physical or mental disability, genetic information—including testing and characteristics—veteran status, uniformed service member status, or any other status protected by federal, state, or local laws.
Master’s Transportation is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay and other compensation, termination, and all other terms, conditions, and privileges of employment.