Warranty Coordinator Jobs in the United States

Job Description

Are you the person who keeps a busy team organized, follows through until every loose end is tied up, and enjoys being the go-between who makes things run smoothly? PROCON is hiring a Special Projects and Warranty Coordinator to keep our fast-moving Special Projects team and our warranty program on track.

You'll work alongside our Director of Warranty & Special Projects as the team's organizer and main point of contact. You'll handle the paperwork, records, and follow-up that let our Project Managers and Estimators focus on pricing and delivering more work.

Most of your time will go to Special Projects: smaller, fast-moving commercial construction jobs. The rest goes to warranty administration, helping owners get issues resolved after a building is finished. You'll work closely with Accounting, Contracts & Insurance, client facilities staff, field crews, and project teams every day.

• Support Project Managers and Estimators day-to-day, based on priorities set by the Director
• Log change events and change orders in Procore and keep them current
• Track and route submittals and RFIs, and follow up so responses stay on schedule
• Help with subcontractor outreach, bid invitations, and proposal collection
• Prepare meeting notes, action lists, correspondence, and routine reports
• Help coordinate permits, inspections, deliveries, and site access
• Serve as Special Projects' main day-to-day contact with both teams
• Work with Accounting on invoices, purchase orders, change orders, and cost records
• Gather and route subcontract and insurance paperwork, and confirm subcontractor insurance certificates are current before work is scheduled
• Log and track warranty and service requests from first report through completion
• Route each issue to the right trade, subcontractor, or project team, using project documents and warranty terms
• Schedule inspections, site visits and corrective work, including access to occupied buildings
• Keep owners, property managers and trade partners updated, and escalate disputed or recurring issues to the Director
• Review warranty-related invoices and costs for accuracy before Director approval
• Track closeout records such as warranties, O&M manuals, as-builts and attic stock
• Help schedule and document owner training and post-occupancy meetings
• Manage the Director's calendar for site visits, owner check-ins and closeout activities
• Maintain clean electronic records and help improve our templates and tracking
• Handle sensitive project, contract, and client information with discretion

Qualifications

• 3+ years of administrative or coordination experience (construction administration, project support, accounting support, contract or insurance administration, or warranty/service coordination preferred)
• Strong organization and follow-through, with the ability to juggle competing priorities
• Polished written communication: you can draft professional correspondence and reports
• Comfort working with building owners, property managers, subcontractors, and internal teams
• Experience managing document workflows, version control and records
• Proficiency in Outlook, Excel and Word, and the ability to learn new systems like Procore quickly
• Good judgment about when to handle something yourself and when to escalate
• Discretion with sensitive information
• Ability to visit active construction sites and occupied buildings, and a valid driver's license
• High integrity with sound ethical judgment
• Takes ownership and follows through on responsibilities
• Positive, solution-oriented mindset and resilient attitude
• Works well in teams with strong communication skills
• Open to innovation and continuous improvement

A degree in business or construction management, Procore experience, construction accounting, contracts or insurance support, and familiarity with closeout, warranties, multifamily projects, bids, or purchase orders are all a plus, but not required.

Additional Information

We offer a collaborative, supportive environment where employees are encouraged to learn, grow, and build rewarding careers.

Apply today and become part of the PROCON team!

Our comprehensive benefits package includes:

• Health, Dental & Vision Insurance
• 401(k) with company match
• Paid time off and holidays
• Tuition reimbursement
• Professional development opportunities
• A supportive, engaging workplace culture focused on teamwork and excellence.

All your information will be kept confidential according to EEO guidelines.