Warranty Administrator / Service Cashier

Toyota of Helena | Helena, Montana

Department: Service
Position Type: Full-Time
Reports To: Service Manager

Position Summary

Toyota of Helena is seeking a detail-oriented, organized, and customer-focused individual to join our Service Department as a Warranty Administrator / Service Cashier.

This dual-role position is responsible for accurately processing and managing manufacturer warranty claims while providing excellent customer service during the final stages of the service experience. The ideal candidate will possess strong administrative skills, attention to detail, and the ability to multitask in a fast-paced automotive dealership environment.

Key Responsibilities

Warranty Administration

• Prepare, submit, and process Toyota manufacturer warranty claims accurately and in a timely manner.
• Review repair orders to ensure all warranty documentation, technician notes, labor operations, and required information are complete.
• Verify warranty coverage and ensure claims comply with Toyota policies and procedures.
• Monitor submitted warranty claims, track payment status, and follow up on outstanding or rejected claims.
• Research and resolve warranty claim discrepancies, denials, and chargebacks.
• Work closely with Service Advisors, Technicians, Parts personnel, and management to ensure proper warranty processing.
• Maintain organized records of warranty transactions, supporting documentation, and claim history.
• Assist with warranty audits, reporting, and reconciliation of warranty receivables.
• Stay informed of Toyota warranty policies, bulletins, updates, and manufacturer requirements.
• Identify opportunities to improve warranty processing efficiency and reduce claim errors.

Service Cashier Responsibilities

• Greet customers professionally and provide a friendly, efficient checkout experience.
• Process customer payments, including cash, credit cards, checks, and other approved payment methods.
• Review and explain final service invoices, charges, and payment information to customers.
• Ensure repair orders are accurately completed and properly closed in the dealership management system.
• Balance daily transactions, reconcile cash drawers, and prepare end-of-day cashier reports.
• Coordinate with Service Advisors to ensure customers receive accurate invoices and timely vehicle delivery.
• Answer incoming telephone calls, assist with customer inquiries, and direct calls to the appropriate departments.
• Maintain accurate records of payments, receipts, and customer transactions.
• Assist with administrative duties, filing, scanning, and other Service Department support tasks as needed.
• Handle customer concerns professionally and direct unresolved issues to the appropriate manager.

Qualifications

• High school diploma or equivalent required.
• Previous automotive dealership experience preferred.
• Experience with manufacturer warranty processing, particularly Toyota, is a plus.
• Previous cashiering, administrative, accounting, or customer service experience preferred.
• Strong organizational skills and exceptional attention to detail.
• Proficiency with computers, Microsoft Office, and dealership management systems.
• Ability to handle financial transactions accurately and responsibly.
• Excellent verbal and written communication skills.
• Ability to prioritize responsibilities and manage multiple tasks efficiently.
• Comfortable working independently while contributing to a team environment.
• Dependable, professional, and committed to maintaining confidentiality.

What We're Looking For

We're looking for someone who takes pride in getting the details right while making every customer interaction a positive experience.

Our ideal candidate is:

• Accurate: Understands the importance of correct documentation, financial transactions, and timely warranty submissions.
• Organized: Can manage multiple claims, deadlines, and customer transactions without losing track of the details.
• Personable: Enjoys interacting with customers and helping create a positive dealership experience.
• Reliable: Demonstrates consistency, accountability, and a strong work ethic.
• Adaptable: Can comfortably transition between warranty administration and customer-facing cashier responsibilities.
• Team-Oriented: Works effectively with Service, Parts, Accounting, and dealership management.

Physical & Work Requirements

• Ability to sit or stand for extended periods.
• Frequent use of computers, telephones, and office equipment.
• Ability to work in a busy dealership environment with frequent interruptions.
• Occasional lifting of office supplies or materials weighing up to 25 pounds.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

Benefits

Toyota of Helena offers a competitive compensation and benefits package, which may include:

• Medical, dental, and vision insurance
• 401(k) retirement plan
• Paid time off
• Employee vehicle and service benefits
• Opportunities for professional development and advancement
• Supportive, team-focused working environment

Benefits and eligibility are subject to applicable company policies and plan terms.

Join the Toyota of Helena Team!

At Toyota of Helena, we take pride in delivering exceptional service to our customers and supporting the community we call home. We believe every position contributes to the overall customer experience, and our Warranty Administrator / Service Cashier plays an important role in keeping our Service Department operating efficiently.

If you're organized, dependable, enjoy working with people, and are ready to become part of a successful automotive team, we encourage you to apply!