Warranty Administrator

Warranty Administrator

ICM Solutions is a leading provider of heavy equipment solutions and aftermarket support for crushing, screening, and materials processing throughout the Mountain West. We are seeking a customer focused Warranty Administrator to manage the end-to-end warranty claim process for ICM's eight locations in Utah, Nevada, Arizona, California, and Idaho. This role serves as the central point of coordination between customers, technicians, manufacturers (OEMs), the sales team, and ICM's parts department to ensure accurate, timely, and compliant warranty submissions and reimbursement.

The ideal candidate has strong attention to detail, is familiar with OEM warranty structures, and thrives in a fast-paced environment requiring cross-functional communication and process ownership. This is an on-site position — you must be available to work in the office Monday through Friday.

Key Responsibilities

• Monitor the warranty inbox and prioritize incoming requests
• Coordinate warranty claims from start to finish, including submission and follow-up
• Communicate with customers, technicians, sales, parts, and manufacturers throughout the claim process
• Open and manage service work orders related to warranty repairs
• Schedule warranty repairs and ensure timely completion of work
• Review service documentation (labor, parts, reports) for accuracy before claim submission
• Gather and organize required documentation (invoices, photos, reports, etc.)
• Submit claims within required timelines and according to OEM guidelines
• Track claim status and maintain accurate records of claims and service history
• Work with manufacturers to resolve approved, pending, or denied claims
• Partner with the parts team to track warranty parts and returns
• Interpret warranty coverage and explain decisions to internal teams and customers

Requirements

• 2+ years of experience in warranty administration, service coordination, or dealership operations (heavy equipment, construction, or industrial preferred)
• Understanding of warranty processes, claim lifecycle, and documentation requirements
• Excellent attention to detail and organizational skills
• Proven ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills
• Proficiency with ERP/service systems and Microsoft Office (Excel, Outlook)

Preferred

• Experience working with heavy equipment OEMs and warranty systems
• Familiarity with service/write-up processes, technician labor coding, and parts workflows
• Knowledge of mechanical systems or technical service operations
• Experience analyzing warranty data and reporting metrics

Why ICM Solutions?

• Fast-growing company with big ambitions—to be the best crushing, underground mining rebuild, and white paving dealer in North America.
• Strong, people-focused culture where your work truly makes an impact.
• Competitive benefits: PTO, medical/dental/vision/life insurance, 401(k) with company match, and more.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c).