Warranty Administrator

Paycom - ATS; Urbana (OH); On-site; USD 42,000 - 64,000; Full time

Job summary

Sutphen is seeking a Warranty Administrator to support its Service division by coordinating documentation, purchase orders, invoices, vendor returns, and warranty recovery activities across teams. You will help resolve issues and support product improvement.

Key duties include processing POs for warranty claims, reconciling invoices, coordinating RMAs, maintaining records, and assisting with warranty data collection and reporting to drive root-cause actions.

Qualifications

• High school diploma or equivalent required.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication abilities.
• Ability to manage multiple items through completion.

Responsibilities

• Create and process purchase orders for warranty claims, repairs, replacement parts, outside services, and other approved expenses.
• Review, process, and reconcile vendor invoices, credits, and supporting documentation.
• Coordinate vendor returns and request, document, and track RMAs through repair, replacement, evaluation, or credit.
• Follow up with vendors on outstanding RMAs, credits, warranty determinations, and unresolved items.
• Maintain accurate, organized electronic and physical records for claims, transactions, purchase orders, invoices, returns, and credits.
• Partner with Accounts Payable and other internal teams to resolve invoice, payment, purchase-order, and documentation discrepancies.
• Support vendor warranty recovery by gathering and submitting complete documentation.
• Help identify recurring warranty failures and communicate field concerns to production, engineering, quality, purchasing, and service teams.
• Gather warranty data, photographs, failed-part information, and service documentation for root-cause investigations and corrective actions.

Skills

Organizational skills

Attention to detail

Written and verbal communication

Documentation and recordkeeping

Microsoft Office

Cross-functional collaboration

Deadline management

Education

High school diploma

Tools

Microsoft Dynamics 365

Job description

Join Sutphen’s Service division as a Warranty Administrator and help keep warranty operations accurate, organized, and moving forward. In this role, you will coordinate documentation, purchase orders, invoices, vendor returns, and warranty recovery activities while working with teams across the organization to resolve issues and support product improvement.

How We Work

Safety, accuracy, and professionalism guide our work. Team members are expected to act and make decisions with Sutphen’s Core Values in mind: Innovation, Integrity, Teamwork, Respect, Quality, and Accountability.

What You’ll Do

• Create and process purchase orders for warranty claims, repairs, replacement parts, outside services, and other approved expenses.
• Review, process, and reconcile vendor invoices, credits, and supporting documentation.
• Coordinate vendor returns and request, document, and track Return Material Authorizations through repair, replacement, evaluation, or credit.
• Follow up with vendors on outstanding RMAs, credits, warranty determinations, and unresolved items.
• Maintain accurate, organized electronic and physical records for claims, transactions, purchase orders, invoices, returns, and credits.
• Partner with Accounts Payable and other internal teams to resolve invoice, payment, purchase-order, and documentation discrepancies.
• Support vendor warranty recovery by gathering and submitting complete documentation.
• Help identify recurring warranty failures and communicate field concerns to production, engineering, quality, purchasing, and service teams.
• Gather warranty data, photographs, failed-part information, and service documentation for root-cause investigations and corrective actions.
• Track corrective-action items and follow up to help ensure assigned actions are completed.
• Assist with warranty reporting and data collection as requested.
• Manage priorities, meet established deadlines, and communicate promptly when an issue may affect completion.
• Perform other warranty-related administrative projects and duties as assigned.

What You’ll Bring

• High school diploma or equivalent.
• Strong organizational skills, attention to detail, and the ability to manage multiple open items through completion.
• Effective written and verbal communication skills.
• Strong documentation and recordkeeping abilities.
• Basic proficiency with Microsoft Office applications.
• Ability to collaborate effectively across departments and facilities.
• Ability to recognize discrepancies, prioritize work, meet deadlines, and follow issues through resolution.

Preferred Experience

• Two or more years of experience in administration, warranty, purchasing, accounts payable, service, manufacturing, or a related area.
• Experience in a manufacturing or service environment.
• Experience with Microsoft Dynamics 365 or a similar ERP system.
• Experience creating purchase orders or processing and reconciling invoices.
• Warranty administration experience, including vendor returns, RMAs, credits, or warranty recovery.
• Experience supporting manufacturing, quality, corrective-action, or root-cause processes.