Warranty Coordinator, Vehicle Maintenance

Massachusetts Bay Transportation Authority; Everett (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

The Massachusetts Bay Transportation Authority (MBTA) seeks a Warranty Coordinator to support warranty-related activities across Bus and Rail Vehicle Maintenance operations. You will prepare and submit warranty claims, monitor vendor compliance, track costs, and manage documentation through MCRS2 and CMMS systems.

Ideal candidates bring a Bachelor’s degree and 2+ years in materials management or warranty administration, with strong communication and analytical skills to drive action and track

Qualifications

• Bachelor’s degree required.
• Two years materials management experience related to equipment maintenance, inventory control, asset recovery, and warranty administration.

Responsibilities

• Coordinate, prepare, and submit warranty claims for MBTA vehicles, equipment, and parts.
• Monitor vendor compliance with warranty requirements and assess reliability of major systems.
• Track warranty claims, reimbursements, and related costs using MCRS2, Excel, and other systems.
• Document and manage the full warranty process in MCRS2 from claim creation to closure.
• Assist with CMMS deployment and use to track warranty work performed on assets.
• Generate daily and periodic reports to monitor claims, reimbursements, defects, and trends.
• Analyze repair data and recommend corrective actions based on identified trends.
• Educate internal customers on warranty procedures and documentation requirements.
• Support warranty contract administration and vendor coordination during projects.

Skills

Communication skills

Analytical thinking

Customer-service mindset

Organizational skills

Education

Bachelor’s degree

Tools

MS Word

MS Excel

MS Project

CMMS systems

Job description

The Warranty Coordinator will support the coordination, administration, and execution of warranty-related activities for Bus and/or Rail Vehicle Maintenance operations, as assigned.

• Coordinate, prepare, and submit warranty claims on behalf of the MBTA for new and existing vehicles, equipment, components, and parts within the employee’s assigned Vehicle Maintenance area.
• Monitor vendor compliance with contractual warranty requirements and evaluate the reliability of major systems, components, equipment, and parts.
• Track warranty claims and reimbursements for labor, materials, parts, and related costs using MCRS2, Microsoft Excel, and other applicable systems.
• Use MCRS2 to document and manage the full warranty process, including claim creation, supporting documentation, disposition, reimbursement, and closure.
• Assist with the implementation, maintenance, and use of computerized maintenance management systems to track warranty work performed on vehicles, components, assemblies, and parts.
• Guide Vehicle Maintenance personnel within the assigned department, mode, or work location regarding the documentation required for warranty claims.
• Generate, review, and analyze daily and periodic reports to track warranty claims, reimbursements, recurring defects, and failure trends.
• Analyze repair and failure data and recommend corrective actions, recovery opportunities, or additional technical review based on identified trends.
• Assist maintenance personnel with the disposition, return, storage, shipment, or disposal of warranty-related parts, components, and assemblies.
• Maintain accurate and detailed records of warranty claim payments, reimbursements, accounts receivable documentation, credits, and outstanding balances.
• Manage and report on asset-recovery activities involving diesel particulate filters, cores, obsolete parts, repairable components, scrap materials, recyclable materials, and other recoverable assets.
• Review and become familiar with applicable warranty provisions, contracts, specifications, and related contractual requirements.
• Support assigned Vehicle Maintenance, Vehicle Engineering, and project-management staff with warranty-related contract administration, contract terms, claim documentation, and vendor coordination.
• Attend meetings with Vehicle Engineering, Maintenance Directors, internal customers, project teams, procurement staff, and vendors as required.
• Review and prepare claims for submission to manufacturers and vendors involving defective parts, systems, components, or equipment.
• Track recovery of labor, material, shipping, and other allowable warranty-related costs.
• Lift, package, label, and prepare materials, parts, and components for shipment to vendors, manufacturers, or repair facilities as required.
• Provide management with weekly reports on warranty activity, claim status, reimbursements, defect trends, fleet performance, and asset recovery.
• Assist the receiving department with warranty-related receiving, inspection, documentation, storage, and material disposition activities as needed.
• Manage asset-recovery activities involving diesel particulate filters, cores, obsolete parts, repairable components, and other recoverable materials.
• Educate and support internal customers regarding warranty procedures, documentation requirements, claim eligibility, and system use.
• Perform all other duties and projects as assigned.

Supervision

• None.

• Bachelor’s degree from an accredited institution.
• Two (2) years of materials management experience related to equipment maintenance, inventory control, asset recovery, and warranty administration.
• Demonstrated ability to develop, implement, maintain, and support materials management and warranty processes, procedures, and tracking systems.
• General knowledge of vehicle systems and subsystems, including those used in buses, subway cars, rail coaches, locomotives, and related transportation equipment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Word, Excel, Project, and other applicable database, maintenance-management, and reporting systems.
• Ability to review contracts, warranty provisions, technical documentation, maintenance records, and supporting claim information.
• Effective organizational, analytical, problem-solving, time-management, and customer-service skills.
• Ability to lift, carry, push, pull, and move materials, parts, packages, and equipment.
• Ability to stand, walk, bend, stoop, crouch, kneel, reach, climb stairs, and perform repetitive movements as required.
• Ability to work in vehicle maintenance facilities, storage areas, receiving areas, rail yards, and other active industrial environments.
• Ability to work around moving vehicles, machinery, noise, dust, fumes, oils, solvents, and other conditions associated with maintenance and material-handling operations.
• Ability to wear and properly use all required personal protective equipment, including safety footwear, safety glasses, gloves, hearing protection, high-visibility apparel, and other PPE as required by the task or work location.
• Ability to comply with all applicable safety procedures, material-handling requirements, and hazardous-material controls.
  

Substitutions

• A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor’s degree requirement.
• An associate degree from an accredited institution with an additional three (3) years of directly related experience substitutes for the bachelor’s degree requirement.
• A master’s degree in a related subject substitutes for two (2) years of general experience.
• A nationally recognized certification or statewide/professional certification in a related field substitutes for one year of experience.

• Experience with warranty claims, contract administration, computerized maintenance-management systems, materials management, vendor coordination, and data analysis in a transportation, manufacturing, or equipment‑maintenance environment.