Warranty Claims Coordinator

ON.energy • Houston, TX

2d • Onsite

About The Position

ON.energy is seeking a Warranty Claims Coordinator for their Houston, TX office. This full-time, exempt position is responsible for managing the entire warranty claims process for ON.energy's data center projects across Texas. The role acts as the main point of contact between field teams, vendors, and contractors to ensure claims are properly documented, processed efficiently, and resolved with minimal disruption to operations.

Requirements

• 3+ years of experience in warranty administration, supply chain coordination, or a similar operations role, preferably within the energy, utilities, industrial equipment, or critical infrastructure industries.
• Proven ability to manage multiple concurrent claims with exceptional organization and attention to detail.
• Strong written and verbal communication skills with the ability to work effectively with vendors and internal stakeholders.
• Proficiency with Microsoft Office, including Excel, Outlook, and Word.
• Ability to read and interpret purchase orders, warranty terms, and equipment documentation.

Nice To Haves

• Experience using ERP systems, CMMS platforms, or warranty tracking software is preferred.
• Experience supporting data centers, power systems, UPS equipment, battery energy storage systems (BESS), or other critical infrastructure.
• Familiarity with RMA processes and logistics coordination in a field service or operations environment.
• Knowledge of supplier contracts, warranty periods, service agreements, and liquidated damages.

Responsibilities

• Prepare, submit, and track warranty claims for equipment vendors and contractors supporting active data center projects.
• Maintain a comprehensive warranty claims register, including claim status, submission dates, vendor acknowledgments, and resolution timelines.
• Proactively monitor open claims and maintain regular communication with vendors to ensure timely resolution.
• Escalate delayed or disputed claims through appropriate internal and external channels.
• Initiate and manage Return Merchandise Authorization (RMA) processes for defective or under-warranty equipment.
• Coordinate packaging, documentation, and shipment of returned components.
• Verify vendor receipt of returned items and confirm replacement shipments or credits are issued.
• Coordinate delivery of vendor-supplied replacement parts to regional warehouses supporting Texas data center sites.
• Partner with the Spares & Logistics Coordinator to ensure replacement parts align with maintenance schedules and project timelines.
• Track shipment status and communicate delivery updates to internal stakeholders.
• Serve as the primary internal point of contact for vendors regarding open warranty claims.
• Build and maintain professional relationships with supplier representatives while ensuring compliance with contractual warranty obligations.
• Document all vendor communications and claim activity within the claims tracking system.
• Prepare regular reports on open and closed warranty claims, including aging reports and resolution metrics.
• Track warranty-related costs, including replacement parts, credits received, and outstanding claim values.
• Provide data and insights to support vendor performance reviews, contract evaluations, and O&M budget planning.

Benefits

• Competitive salary + annual performance-based bonus eligibility
• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Christmas Bonus (Aguinaldo): 30 days
• Major medical expenses and life insurance
• Paid time off and holidays (per local policy)
• Professional development and growth opportunities
• Opportunity to grow with a mission-driven team shaping the future of clean energy

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed