Warranty & Repair Coordinator

Pivot•Fremont, CA

2d•Onsite

About The Position

PIVOT INTERIORS Our organization includes a strategic team of big thinkers and creatives who truly work interdependently. Whether planning our Customer Experience program, developing multi-pronged marketing strategies, or designing projects for our innovative clients, we are constantly finding ways to underscore our promise to partner with our clients to make inspiring spaces that unlock their people’s greatest potential. The pace is fast, and the learning is constant…but as part of a team this driven, the possibilities are endless. Your Role at Pivot As a Warranty & Repair Coordinator, you will handle clients' warranty, new parts, and repair needs and perform a variety of administrative functions. Responsibilities include debriefing daily installation and service personnel, inputting and providing complete and accurate project status on computer software as required. Acts as liaison between manufacturers, Tech Services, Installation, and Operations personnel. Works with project management, sales, project coordinators, and warehouse personnel to increase product movement and delivery timeliness and accuracy. In Addition, You Will Receive requests for repair, identifies proper course of action, and create paperwork to address issues. Generates quotes for non-warranty issues and new part orders. Orders necessary parts from manufacturers per service technicians and/or phone evaluations. Maintains communication between manufacturers, clients, and service teams to achieve accuracy. Maintains control of service stock inventory and replenishes as needed. Performs all order entry functions pertaining to projects. Generates POs and WOs for purchasing and billing. Generates reimbursement requests for all warranty issues (labor/parts). Is proficient with labor tracking software and provides timecards and labor reports as required. Provides support for scheduling when needed. Operate telephone console to route callers. Provide telephone coverage for SoCal offices. Sort and distribute incoming and outgoing packages, mail, and messages. Create Fed Ex packages as needed. Mail preparation: Invoices in envelopes to clients. Maintain the office's plants, flowers, accessories, and art (as approved). Send out monthly VIP Blast. Distribute faxes out of fax box. Assume key operator function for office fax machines, copiers, laser printers, and postage equipment for La Mirada Office. Arranges for maintenance, orders, and maintains equipment supplies, toners, ink cartridges, etc. Perform other duties as assigned, including, but not limited to, special projects.

Requirements

3-5 years of related experience; or equivalent combination of education
Experience with contract office furniture systems, most preferably with Herman Miller furniture systems.
Knowledge of commonly used concepts, practices, and procedures within the field.
Works under immediate supervision.
Primary job functions do not typically require exercising independent judgment.
Operations database experience and previous working experience with Lotus Notes, Microsoft Word, and Excel are preferred.
Ability to read and interpret documents such as acknowledgments, purchase orders, and status reports.
Ability to write routine reports and correspondence in English.
Ability to present instructions and speak effectively, in English, with coworkers, vendors, and customers (vendor and customer contact primarily via telephone).
Ability to calculate figures and amounts such as discounts and percentages.
Ability to apply concepts of basic algebra.
Ability to calculate cost differences between budgeted and actual and determine appropriate corrections.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several variables in standardized situations.

Nice To Haves

Operations database experience and previous working experience with Lotus Notes, Microsoft Word, and Excel are preferred.

Responsibilities

Handle clients' warranty, new parts, and repair needs and perform a variety of administrative functions.
Debrief daily installation and service personnel.
Input and provide complete and accurate project status on computer software as required.
Act as liaison between manufacturers, Tech Services, Installation, and Operations personnel.
Work with project management, sales, project coordinators, and warehouse personnel to increase product movement and delivery timeliness and accuracy.
Receive requests for repair, identify proper course of action, and create paperwork to address issues.
Generate quotes for non-warranty issues and new part orders.
Order necessary parts from manufacturers per service technicians and/or phone evaluations.
Maintain communication between manufacturers, clients, and service teams to achieve accuracy.
Maintain control of service stock inventory and replenish as needed.
Perform all order entry functions pertaining to projects.
Generate POs and WOs for purchasing and billing.
Generate reimbursement requests for all warranty issues (labor/parts).
Be proficient with labor tracking software and provide timecards and labor reports as required.
Provide support for scheduling when needed.
Operate telephone console to route callers.
Provide telephone coverage for SoCal offices.
Sort and distribute incoming and outgoing packages, mail, and messages.
Create Fed Ex packages as needed.
Prepare mail: Invoices in envelopes to clients.
Maintain the office's plants, flowers, accessories, and art (as approved).
Send out monthly VIP Blast.
Distribute faxes out of fax box.
Assume key operator function for office fax machines, copiers, laser printers, and postage equipment for La Mirada Office.
Arrange for maintenance, order, and maintain equipment supplies, toners, ink cartridges, etc.
Perform other duties as assigned, including, but not limited to, special projects.