Operations/Service/Warranty Coordinator

Description

 The Operations / Service / Warranty Coordinator manages and coordinates day-to-day service and warranty activities while providing administrative and operational support to the company. This position serves as a primary point of contact for incoming warranty requests, researches and coordinates solutions, assigns service work, monitors repair costs, and ensures timely follow-through on outstanding issues.

The position also supports production quality improvement by identifying recurring service and warranty issues and communicating recommendations to production leadership. Additional responsibilities include maintaining operational systems and pricing information, verifying required documentation in CompanyCam, assisting with routine VMI purchase orders, and performing general administrative duties.

Essential Duties and Responsibilities

1. Service and Warranty Management

• Respond to daily incoming warranty calls and emails, providing timely, professional communication and follow-up.
• Research, evaluate, and troubleshoot warranty issues to identify the cause of reported problems and determine appropriate next steps.
• Track all warranty requests from initial receipt through resolution, maintaining accurate records of status, assigned personnel, costs, and follow-up actions.
• Coordinate service appointments, repair activities, parts, and other resources necessary to complete assigned work.
• Maintain records of service repairs, including photographs, invoices, work performed, parts used, communications, and completion details.
• Monitor outstanding service requests and follow up to ensure repairs and other service commitments are completed in a timely manner. 
• Identify recurring or avoidable expenses and recommend opportunities to reduce service costs, repeat visits, and unnecessary repairs.

2. Purchasing and Vendor Support

• Enter routine, straightforward purchase orders for Vendor Managed Inventory (VMI) items as assigned.
• Verify that purchase order information is complete and accurate before entry.
• Maintain purchase order records and supporting documentation.

3. General Administrative Support

• Perform routine filing, scanning, data entry, document preparation, and electronic recordkeeping.
• Maintain spreadsheets, reports, logs, and other administrative records as assigned.
• Assist with preparing operational documents, forms, and correspondence.
• Communicate professionally with homeowners, dealers, vendors, contractors, employees, and other business contacts.
• Maintain confidentiality of customer, vendor, employee, and company information.

Requirements

• High school diploma or equivalent required.
• Experience in service coordination, warranty administration, customer service, operations, construction, manufactured housing, or a related field preferred.
• Experience coordinating contractors, repair technicians, or field service activities preferred.
• Proficiency with Microsoft Office applications, particularly Outlook, Excel, and Word.
• Ability to learn and maintain company systems, including CompanyCam and applicable operational and purchasing platforms.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills, including the ability to communicate professionally with homeowners and contractors.
• Ability to prioritize multiple requests, manage competing deadlines, and follow issues through to resolution.