Warranty Administrator - Service

Rehlko•Crown Point, IN

7d•Hybrid

About The Position

The Warranty Administrator manages warranty claims for generator sets and balance-of-plant equipment, with the goal of maximizing warranty recoveries, maintaining compliance with OEM requirements, and ensuring claims are processed accurately and efficiently. The role is the primary point of contact for warranty matters among customers, field service teams, manufacturers, and internal departments, supporting customer satisfaction and operational excellence through effective claim management and manufacturer compliance. The position initially requires onsite work at the Crown Point, Indiana office to support team integration, collaboration, and knowledge transfer. Depending on business needs and employee readiness, the role may transition to a hybrid arrangement. The Warranty Administrator also coordinates service-related warranty activities, communicates with customers and OEM representatives, prepares performance reports, maintains records, supports audits, and contributes to process improvements. The role follows company Health, Safety, Environmental, and Quality procedures and promotes safety and compliance in warranty and service activities.

Requirements

Associate's or Bachelor's degree in Engineering, Quality, Supply Chain, Technical Studies, or a related field, or an equivalent combination of education and experience.
Minimum 2 years of experience in warranty administration, service administration, technical support, or a related role.
Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Word.
Strong administrative, organizational, time management, problem-solving, and analytical skills.
Ability to analyze technical service reports and equipment documentation.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Excellent written and verbal communication skills.
High attention to detail and commitment to accuracy.
Professional, customer-focused, and accountable approach to work.
Ability to work effectively independently and collaboratively within a team.
Must be authorized to work in the United States without requiring sponsorship now or in the future.

Nice To Haves

Experience in power generation, CHP systems, gas engines, industrial equipment, or related industries.
Knowledge of OEM warranty processes, including INNIO Jenbacher or similar manufacturers.
Understanding of service operations, maintenance practices, and technical documentation.
Experience with ERP, CRM, or warranty management systems.
Demonstrated commitment to continuous improvement and operational excellence.

Responsibilities

Manage the complete warranty claim process for generator set and balance-of-plant equipment.
Review field service reports, commissioning records, engine data, and supporting documents to determine warranty eligibility.
Open, track, update, and close warranty cases in manufacturer and company systems.
Submit warranty claims and supporting documentation to OEMs and suppliers on time.
Monitor claim status and follow up on outstanding approvals, credits, and reimbursements.
Coordinate warranty parts returns and core returns according to manufacturer requirements.
Maintain accurate warranty records, databases, and case files for audits and reporting.
Resolve warranty discrepancies and documentation issues with manufacturers, suppliers, technicians, and customers.
Coordinate with Service Managers, Project Managers, and Field Service Engineers to obtain required warranty information.
Assist with scheduling warranty inspections, corrective maintenance, and warranty-related service visits.
Track warranty obligations on new installations and commissioned CHP systems.
Ensure technician job reports are completed and submitted promptly to support warranty claims and service invoicing.
Coordinate with the Technical Helpdesk Technician to obtain technical support needed to close warranty claims.
Serve as the primary point of contact for warranty inquiries from customers and OEM representatives.
Communicate claim status, approvals, denials, and corrective actions to the Service Director.
Maintain professional relationships with equipment manufacturers, suppliers, and customers and support timely resolution of warranty matters.
Generate weekly and monthly warranty performance reports for the Service Director.
Track warranty recovery metrics, claim acceptance rates, claim aging, and warranty costs.
Maintain commissioning, service event, equipment history, and warranty coverage documentation.
Assist with service department administrative reporting and record retention.
Ensure warranty processes comply with manufacturer guidelines, contractual obligations, and company policies.
Identify equipment failure trends and provide feedback to service management and engineering teams.
Assist in developing and improving warranty procedures and documentation standards.
Support departmental audits and quality initiatives.
Follow company HSEQ procedures and promote safety and compliance throughout warranty and service activities.