Warranty Claims Coordinator

Department: Operations
Location: Houston, TX (Office-Based)
Reports To: Operations Manager
Employment Type: Full-Time, Exempt

Position Overview

The Warranty Claims Coordinator is responsible for managing the end-to-end warranty claims process for ON.energy's data center projects across Texas. This role serves as the primary liaison between field teams, vendors, and contractors, ensuring warranty claims are accurately documented, processed efficiently, and resolved with minimal impact to operations.

Key Responsibilities

Warranty Claims Management

• 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.

RMA & Returns Coordination

• 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.

Replacement Parts & Logistics

• 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.

Vendor Communication & Relationship Management

• 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.

Reporting & Analysis

• 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.

Required Qualifications

• 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.
• Experience using ERP systems, CMMS platforms, or warranty tracking software is preferred.
• Ability to read and interpret purchase orders, warranty terms, and equipment documentation.

Preferred Qualifications

• 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.

Working Conditions & Travel

• Based primarily in the Houston, Texas office during standard business hours.
• Occasional travel to data center project sites throughout Texas may be required.
• Ability to work effectively in a fast-paced environment while managing multiple priorities and stakeholders.

Core Competencies

Ownership

Takes full accountability for warranty claims from initiation through final resolution while independently managing routine issues.

Communication

Communicates claim status clearly and professionally with vendors, field teams, and internal leadership.

Analytical Thinking

Interprets warranty data to identify trends, monitor costs, and provide actionable reporting to operations leadership.

Collaboration

Works closely with Spares & Logistics, Field Operations, Procurement, and other cross-functional teams to ensure timely resolution of warranty issues.

Vendor Management

Develops productive relationships with supplier representatives while effectively enforcing contractual warranty obligations and driving timely claim resolution.