Warranty & Repair Coordinator

Pivot Interiors, Inc.; Fremont (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

Pivot Interiors, Inc. is seeking a Warranty & Repair Coordinator to manage warranty claims and repairs, ensuring efficient communication between clients and teams. Responsibilities include generating quotes, maintaining inventory, and managing paperwork for service requests.

The ideal candidate has 3-5 years of related experience, organizational skills, and familiarity with contract furniture systems, particularly Herman Miller. Strong proficiency in Microsoft Office applications is a must.

Qualifications

• 3-5 years of related experience or equivalent combination of education.
• Experience with contract office furniture systems, especially Herman Miller.
• Relies on instructions and pre-established guidelines.

Responsibilities

• Handle clients' warranty and repair requests efficiently.
• Maintain service stock inventory and generate necessary paperwork.
• Act as liaison among multiple teams to ensure accuracy.

Skills

Communication skills

Organization

Mathematical skills

Problem-solving

Education

Equivalent combination of education and experience

Tools

Microsoft Word

Excel

Lotus Notes

Job description

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.

Your Role at Pivot

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.

In Addition, You Will

• 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.

SUPERVISORY RESPONSIBILITIES

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.

QUALIFICATIONS:

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.

LANGUAGE SKILLS

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).

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts and percentages. Ability to apply concepts of basic algebra. Ability to calculate cost differences between budgeted and actual and determine appropriate corrections.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and operate a computer keyboard, mouse, and telephone keypad; talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

Equal Opportunity Employer–minorities/females/veterans/individuals with disabilities/sexual orientation/gender identity.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.