Warranty & Repair Coordinator

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.

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.

• 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 based on 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 and 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 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 supplies, and ensure supplies, toners, ink cartridges, etc.
• Perform other duties as assigned, including, but not limited to, special projects.
• 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.
• Relies on instructions and pre-established guidelines to perform the functions of the job.
• 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.

This job has no regular supervisory responsibilities, but duties require the Warranty & Repair Coordinator to temporarily direct and coordinate actions of several different supporting positions within the project team to ensure adherence to schedule and cost allocations.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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.…