Accounting Warranties & Contracts Clerk

Position: ACCOUNTING WARRANTIES & CONTRACTS CLERK

Description

Overview

Our Commitment To You:

• Medical, Dental, Vision Insurance
• 401(k) with employer contribution
• Paid Time Off (PTO) and holidays
• Opportunities for advancement within the dealership group
• Employee Vehicle Purchase Program
• Competitive hourly pay, based on experience

The Accounting Warranties & Contracts Clerk I is responsible for accurately processing and maintaining financial records related to vehicle service contracts, warranty claims, and product cancellations. This position serves as a liaison between the dealership’s sales, finance, and service departments, ensuring accuracy and timeliness in processing, reconciliation, and reporting of aftermarket product-related transactions.

Warranty & Contract Processing

• Post, verify, and track all vehicle service contracts (VSC), warranties, GAP, and ancillary products sold by the F&I department.
• Submit product registrations to third-party administrators or OEMs in a timely and compliant manner.
• Reconcile warranty receivables with manufacturer statements and accounting schedules.

Product Cancellations & Refunds

• Accurately process customer-initiated and lender-required cancellations for warranties, GAP, and other aftermarket products.
• Coordinate with lenders and finance managers to ensure refunds are applied appropriately to loan accounts or customers.
• Track and record all cancellations, ensuring timely vendor notification and follow-up on outstanding credits.

Contract Auditing & Verification

• Review finance contracts and associated documents for completeness, compliance, and accuracy.
• Identify missing signatures, incorrect product information, or pricing discrepancies and coordinate corrections with F&I.
• Maintain an organized filing system for all warranty and contract documents.

Reconciliations & Reporting

• Maintain accurate schedules for warranty receivables, contract liabilities, and pending cancellations.
• Assist with month-end closing, ensuring all applicable warranty and cancellation transactions are posted correctly.
• Generate reports for management on outstanding items and trends in contract processing.

Requirements

Our Ideal Candidate Will Possess:

• High school diploma or equivalent; associate degree in business or accounting preferred.
• Minimum 1–2 years of automotive accounting, warranty administration, or F&I support experience.
• Strong working knowledge of DMS software (CDK, Reynolds & Reynolds, Dealer track, etc.) and Microsoft Excel.
• Familiarity with vehicle service contracts, GAP insurance, and extended warranty policies.
• Excellent organizational skills and attention to detail.
• Strong communication and follow-up skills across departments.
• Ability to manage sensitive and confidential information with discretion.

Working Conditions &

Physical Requirements:

• Primarily an office-based role within a dealership environment.
• Requires long periods of computer use.
• Occasional bending, lifting, or moving boxes/files (up to 20 lbs).
• Regular interaction with internal departments and external vendors.

Sames Auto Group is committed to excellence in customer service and employee development. We believe every team member plays a vital role in our success and upholds a culture of accountability, support, and continuous improvement.

Sames Auto Group is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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