Warranty Coordinator

Warranty Coordinator – Job DescriptionPosition Summary

The Warranty Coordinator is responsible for managing all warranty claims, documentation, communications, and resolutions between customers, service teams, and the manufacturer. This role ensures that warranty requests are processed accurately, timely, and in compliance with company policies. The Warranty Coordinator supports customers, analyzes recurring issues, and helps improve product quality by reporting trends.

Key Responsibilities1. Warranty Claims Management

• Receive, review, and process warranty claims from customers, technicians, dealers, or internal departments.
• Verify eligibility by checking serial numbers, service history, product age, and warranty coverage.
• Approve, deny, or escalate claims according to company guidelines.

2. Documentation & Recordkeeping

• Maintain complete documentation for all warranty claims, including photos, service notes, invoices, and parts usage.
• Enter and update claim information in ERP, CRM, or warranty management systems.
• Ensure accurate and organized files for audit purposes.

3. Communication & Customer Support

• Communicate claim status and decisions to customers, dealers, or service providers.
• Provide guidance on warranty policies, processes, and coverage details.
• Handle customer inquiries and resolve warranty-related issues professionally.

4. Parts & Repair Coordination

• Coordinate the shipment or return of replacement parts for approved claims.
• Work directly with warehouse, service technicians, and field teams to schedule repairs.
• Track returned defective parts and ensure proper disposition or supplier returns.

5. Supplier & Vendor Collaboration

• Work with suppliers on warranty issues related to purchased components.
• Submit supplier claims when defects fall under supplier warranty coverage.
• Reconcile supplier credits and track reimbursement statuses.

6. Data Analysis & Reporting

• Identify trends in defects, product failures, or recurring issues.
• Prepare reports on claim volume, claim resolution time, costs, and failure types.
• Provide feedback to Quality, Engineering, and Production to support continual improvement.

7. Compliance & Policy Management

• Ensure all warranty procedures follow company policy and legal guidelines.
• Assist in updating warranty policies, claim forms, and customer instructions.
• Support internal audits related to warranty program compliance.

QualificationsRequired

• 1–3 years of experience in warranty, customer service, service coordination, or administrative support.
• Strong communication and customer service skills.
• Attention to detail and accurate recordkeeping.
• Proficiency with MS Office and business systems (ERP/CRM).
• Ability to work with cross-functional teams.

Preferred

• Experience in manufacturing, automotive, HVAC, heavy equipment, or consumer products.
• Familiarity with warranty programs, parts returns, or service work orders.
• Technical or mechanical understanding of products.

Key Competencies

• Customer service & communication
• Problem-solving & decision-making
• Data entry accuracy
• Time management & organization
• Technical aptitude
• Collaboration with internal and external teams
• Policy interpretation

#IND2

Job Type: Full-time

Pay: From $26.00 per hour

Application Question(s):

• Do you have ANY felony level criminal charges filed against you in the last 7 years?
• Do you currently work for or have you previously worked with Virginia Transformer?

Work Location: In person

Benefits:

Salary : $26