Warranty Coordinator

Applied High Voltage, LLC•Houston, TX

About The Position

The Warranty Coordinator will serve as the primary intake point for warranty claims, managing the entire lifecycle from initial logging to final closeout. This role involves extensive coordination with internal teams, vendors, and external service providers to ensure timely resolution of claims, accurate cost capture, and adherence to contractual obligations. The coordinator will also be responsible for reporting on key metrics and contributing to process improvements.

Requirements

2-4 years in warranty coordination, project coordination, field service coordination, or a related role.
High attention to detail and organizational discipline.
Strong technical aptitude and familiarity with construction/warranty concepts.
Collaborative, proactive, and improvement-oriented approach.

Nice To Haves

EPC/renewables experience preferred.
Bachelor’s Degree in Business, Construction Management, Engineering, or related field; or equivalent experience.

Responsibilities

Serve as the primary intake point for warranty claims; log, categorize, and assign case numbers in the designated system.
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.
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.
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.
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.
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.