Warranty Coordinator

Key Responsibilities

• Serve as the primary intake point for warranty claims; log, categorize, and assign case numbers in the designated system (e.g., Salesforce or equivalent).
• Validate claim details (serials, locations, photos, failure description) and ensure completeness against SOP requirements.
• Maintain a centralized repository of correspondence, RMAs, test reports, and closeout records; ensure traceability by project/component.
• Cookordination and Communication:
• Coordinate with internal teams, vendors, O&M teams and manufacturers to obtain RMAs, replacements, and technical guidance.
• Schedule and dispatch warranty field activities and third-party service providers; track completion and documentation of returns.
• Draft and distribute customer-facing updates and closeout letters using approved templates and brand standards.
• Parts, Logistics and Cost Capture:
• Initiate and track parts orders, returns, and spares inventories; reconcile shipments against RMAs/POs.
• Record labor, equipment, and materials against each claim to support cost recovery and margin protection.
• Collaborate with Procurement and Finance to validate vendor invoices, credits, and warranty recoveries.
• Reporting and Analytics:
• Produce weekly dashboards (open/closed/overdue, cycle time, vendor response SLAs) and monthly MOR inputs.
• Monitor trends (failure modes, component types, locations) and flag systemic issues for corrective action.
• Support the Warranty Manager with KPIs, leadership briefings, and audit back‑up as needed.
• Compliance, Quality and Continuous Improvement:
• Ensure adherence to contractual warranty terms, safety/quality standards, and internal SOPs.
• Maintain document control discipline; prepare files for internal/external audits.
• Contribute to SOPs, playbooks, and templates; recommend process/tools improvements to reduce cycle time and cost.

Qualifications And Skills

• Preferred Education: Bachelor’s Degree in Business, Construction Management, Engineering, or related field; or equivalent experience.
• Experience: 2-4 years in warranty coordination, project coordination, field service coordination, or a related role; EPC/renewables experience preferred.
• Key Competencies: High attention to detail and organizational discipline. Strong technical aptitude and familiarity with construction/warranty concepts. Collaborative, proactive, and improvement‑oriented approach.