Warranty Coordinator, Vehicle Maintenance

MBTA; Everett (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

MBTA is seeking a Warranty Coordinator to support warranty activities for Bus and Rail maintenance. You will manage claims, track reimbursements, and assist with CMMS and data analysis to identify trends and corrective actions.

Qualifications include a bachelor’s degree and 2+ years in materials management or warranty administration, with strong communication skills and proficiency in MS Word, Excel, and Project.

Qualifications

• Bachelor’s degree from an accredited institution.
• Two years of materials management experience related to equipment maintenance, inventory control, asset recovery, and warranty administration.
• Ability to develop, implement, and support materials management and warranty processes.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate, prepare, and submit warranty claims for MBTA vehicles and parts.
• Monitor vendor compliance with warranty requirements and assess reliability.
• Track claims, reimbursements, and costs using MCRS2 and Excel.
• Maintain warranty records and support CMMS usage for warranty work.
• Provide weekly warranty activity reports and trend analyses.

Skills

MS Word

MS Excel

MS Project

Data analysis

Communication

Education

Bachelor's degree

Tools

MCRS2

Microsoft Project

Job description

At the MBTA, we envision a thriving region enabled by a best-in‑class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s core values are built around safety, service, equity, sustainability, culture, and accessibility, and each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.

Job Summary

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

Duties & Responsibilities

• 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.

Minimum Requirements & Qualifications

• 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.

Preferred Experience & Skills

• 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.

Job Conditions

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co‑op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co‑workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti‑discrimination, anti‑harassment, and anti‑retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned, directed, or necessary for