Warranty Coordinator, Vehicle Maintenance

Massachusetts Bay Transportation Authority•Everett, MA

4d•Onsite

About The Position

The Warranty Coordinator will support the coordination, administration, and execution of warranty-related activities for Bus and/or Rail Vehicle Maintenance operations, as assigned. This role involves managing warranty claims from submission to closure, monitoring vendor compliance, and analyzing repair data to identify trends and recommend corrective actions. The coordinator will also manage asset recovery and educate internal customers on warranty procedures.

Requirements

Bachelor’s degree from an accredited institution.
Two (2) years of materials management experience related to equipment maintenance, inventory control, asset recovery, and warranty administration.
Demonstrated ability to develop, implement, maintain, and support materials management and warranty processes, procedures, and tracking systems.
General knowledge of vehicle systems and subsystems, including those used in buses, subway cars, rail coaches, locomotives, and related transportation equipment.
Strong written and verbal communication skills.
Proficiency with Microsoft Word, Excel, Project, and other applicable database, maintenance-management, and reporting systems.
Ability to review contracts, warranty provisions, technical documentation, maintenance records, and supporting claim information.
Effective organizational, analytical, problem-solving, time-management, and customer-service skills.
Ability to lift, carry, push, pull, and move materials, parts, packages, and equipment.
Ability to stand, walk, bend, stoop, crouch, kneel, reach, climb stairs, and perform repetitive movements as required.
Ability to work in vehicle maintenance facilities, storage areas, receiving areas, rail yards, and other active industrial environments.
Ability to work around moving vehicles, machinery, noise, dust, fumes, oils, solvents, and other conditions associated with maintenance and material-handling operations.
Ability to wear and properly use all required personal protective equipment, including safety footwear, safety glasses, gloves, hearing protection, high-visibility apparel, and other PPE as required by the task or work location.
Ability to comply with all applicable safety procedures, material-handling requirements, and hazardous-material controls.
High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor’s degree requirement.
An associate degree from an accredited institution with an additional three (3) years of directly related experience substitutes for the bachelor’s degree requirement.
A master’s degree in a related subject substitutes for two (2) years of general experience.
A nationally recognized certification or statewide/professional certification in a related field substitutes for one year of experience.
Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
Ability to provide internal and external customers with courteous and professional experiences.
Ability to work effectively, independently, and as part of a diverse workforce team.
Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records.
Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op.
Interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.

Nice To Haves

Experience with warranty claims, contract administration, computerized maintenance-management systems, materials management, vendor coordination, and data analysis in a transportation, manufacturing, or equipment-maintenance environment.

Responsibilities

Coordinate, prepare, and submit warranty claims for new and existing vehicles, equipment, components, and parts.
Monitor vendor compliance with contractual warranty requirements.
Evaluate the reliability of major systems, components, equipment, and parts.
Track warranty claims and reimbursements for labor, materials, parts, and related costs using MCRS2, Microsoft Excel, and other applicable systems.
Use MCRS2 to document and manage the full warranty process, including claim creation, supporting documentation, disposition, reimbursement, and closure.
Assist with the implementation, maintenance, and use of computerized maintenance management systems to track warranty work.
Guide Vehicle Maintenance personnel regarding documentation required for warranty claims.
Generate, review, and analyze daily and periodic reports to track warranty claims, reimbursements, recurring defects, and failure trends.
Analyze repair and failure data and recommend corrective actions, recovery opportunities, or additional technical review.
Assist maintenance personnel with the disposition, return, storage, shipment, or disposal of warranty-related parts, components, and assemblies.
Maintain accurate and detailed records of warranty claim payments, reimbursements, accounts receivable documentation, credits, and outstanding balances.
Manage and report on asset-recovery activities involving diesel particulate filters, cores, obsolete parts, repairable components, scrap materials, recyclable materials, and other recoverable assets.
Review and become familiar with applicable warranty provisions, contracts, specifications, and related contractual requirements.
Support Vehicle Maintenance, Vehicle Engineering, and project-management staff with warranty-related contract administration, contract terms, claim documentation, and vendor coordination.
Attend meetings with Vehicle Engineering, Maintenance Directors, internal customers, project teams, procurement staff, and vendors.
Review and prepare claims for submission to manufacturers and vendors involving defective parts, systems, components, or equipment.
Track recovery of labor, material, shipping, and other allowable warranty-related costs.
Lift, package, label, and prepare materials, parts, and components for shipment to vendors, manufacturers, or repair facilities.
Provide management with weekly reports on warranty activity, claim status, reimbursements, defect trends, fleet performance, and asset recovery.
Assist the receiving department with warranty-related receiving, inspection, documentation, storage, and material disposition activities.
Educate and support internal customers regarding warranty procedures, documentation requirements, claim eligibility, and system use.
Perform all other duties and projects as assigned.