Parts & Warranty Coordinator at Quantix SCS LLC

Description

The Parts & Warranty Coordinator is responsible for supporting day-to-day parts inventory processes and warranty recovery efforts across the maintenance operation. This role ensures accurate tracking of parts usage, timely processing of warranty claims, and effective communication with vendors and internal teams. The Parts & Warranty Coordinator plays a key role in controlling maintenance costs, supporting repair timelines, and maintaining inventory integrity.

Summary of Essential Job Functions

Parts Inventory Support

•  Receive, issue, and track parts used for maintenance and repairs.
•  Maintain accurate records of parts usage, returns, and restocks in inventory systems.
•  Assist with cycle counts and physical inventory audits to ensure stock accuracy.
•  Help maintain organized and clearly labeled storage areas for tools, parts, and supplies.

Warranty Claim Processing

•  Identify qualifying parts and repairs eligible for warranty.
•  Prepare, submit, and track warranty claims with vendors and OEMs.
•  Follow up with vendors to ensure timely resolution and reimbursement of claims.
•  Maintain accurate warranty documentation, including photos, repair records, and claim forms.

Vendor & Shop Communication

•  Communicate with vendors for parts availability, returns, and warranty status updates.
•  Work closely with shop technicians and managers to gather information needed for warranty submissions.
•  Support technicians by ensuring timely access to required parts for repairs.

Administrative & Reporting Support

•  Enter and update information in maintenance and inventory management systems (e.g., TMT, Fleetio).
•  Run reports on parts usage, warranty recovery, and open claims as requested.
•  Assist with invoice matching and verification for parts purchases.

Other Duties

•  Assist with returns, core tracking, and defective part handling.
•  Support projects or administrative tasks as assigned by leadership.

Core Competencies

Attention to Detail

•  Accurately tracks inventory and warranty claim documentation.
•  Reviews records carefully to avoid errors and delays.

Time Management & Prioritization

•  Manages parts requests, warranty timelines, and daily tasks efficiently.
•  Prioritizes responsibilities based on shop needs and repair urgency.

Communication & Coordination

•  Maintains clear communication with technicians, vendors, and leadership.
•  Follows up proactively to ensure service continuity and claim resolution.

Problem Solving

•  Troubleshoots inventory discrepancies and warranty claim issues.
•  Recommends process improvements to reduce delays and improve accuracy.

Technical & Product Knowledge

•  Understands basic parts terminology and warranty processes.
•  Supports shops with timely and correct parts handling.

Requirements

Required Skills and Qualifications

•  High School Diploma or equivalent; vocational or technical training in maintenance or inventory a plus.
•  2+ years of experience in a parts, inventory, or maintenance coordination role.
•  Familiarity with Class 8 truck and trailer components is preferred.
•  Strong attention to detail, data entry accuracy, and recordkeeping skills.
•  Proficiency with inventory or maintenance software (e.g., TMT, Fleetio, or similar).
•  Strong organizational and time management skills.
•  Effective communication and problem-solving abilities.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.