Warranty & Service Coordinator

G.W. Van Keppel Company; Kansas City (KS); On-site; USD 37,195 - 39,950; Full time

Job summary

G.W. Van Keppel Company in Kansas City, KS seeks a Service & Warranty Specialist to coordinate service documentation, warranty claims, and customer communication.

This cross‑functional role links customers, technicians, manufacturers, parts personnel, and management to ensure accurate work orders and timely warranty submissions. You will maintain records, review invoices, monitor claims, and support parts and rental departments while upholding safety and quality standards.

Qualifications

• High School Diploma or GED.
• Two (2) years of customer service experience.
• Two (2) years of administrative, clerical, service‑writing, warranty administration, or related experience.
• Strong computer and keyboarding skills.
• Ability to effectively manage multiple priorities and deadlines.
• Basic mechanical aptitude and understanding of equipment components.
• Forklift certification or ability to obtain certification.
• Valid U.S. Driver's License.
• Ability to work overtime and weekends as needed.
• Ability to pass a background check and drug screen.

Responsibilities

• Maintain accurate service and warranty records in company systems.
• Review completed work orders for accuracy, completeness, and warranty claim readiness.
• Communicate professionally with customers, technicians, manufacturers, and internal departments.
• Ensure work orders, warranty documents, claims, and supporting records are complete and accurate.
• Prioritize workload to meet customer expectations and departmental goals.
• Support continuous improvement initiatives within the service department.
• Follow all company safety policies and procedures.
• Maintain a clean and organized work environment.
• Perform other duties as assigned.
• Create, review, and complete work order invoices, including narratives and applicable charges.
• Communicate repair recommendations, equipment status, and completed service work to customers.
• Review, clarify, proofread, and finalize technician repair narratives.
• Monitor technician time and labor reporting for accuracy and completeness.
• Research and source parts required for service work and confirm availability.
• Order and receive service‑related parts as needed.
• Coordinate with manufacturers to obtain technical information and support for service technicians.
• Assist in maintaining service department inventory and consumable stock levels.
• Support rental, sales, and parts departments by providing equipment and service information as needed.
• Operate a forklift when necessary to retrieve or transport parts and materials.
• Review work orders and determine warranty eligibility and coverage.
• Prepare and submit warranty claims to manufacturers in accordance with OEM requirements.
• Compile required warranty documentation, including photographs, service records, labor documentation, and supporting forms.
• Monitor open warranty claims and follow up on pending submissions, approvals, and settlements.
• Resolve warranty discrepancies, claim rejections, and parts return requirements.
• Coordinate with manufacturers regarding warranty policies, claim status, and recovery opportunities.
• Monitor Parts Return Requests (PRRs) and ensure compliance with manufacturer requirements.
• Maintain department recovery goals through timely and accurate warranty processing.
• Identify opportunities to maximize warranty reimbursement and improve claim approval rates.

Skills

Customer service

Attention to detail

Communication skills

Microsoft 365

Problem solving

Forklift certification

Driver's license

Team player

Education

High School Diploma or GED

Tools

Warranty portals

Work order systems

OEM knowledge

Job description

G.W. Van Keppel Company in Kansas City, KS seeks a Service & Warranty Specialist to coordinate service documentation, warranty claims, and customer communication.

This cross‑functional role links customers, technicians, manufacturers, parts personnel, and management to ensure accurate work orders and timely warranty submissions. You will maintain records, review invoices, monitor claims, and support parts and rental departments while upholding safety and quality standards.