Assistant Project Manager, Warranty Administration

Salary : $103,491.00 - $155,238.00 Annually
Location : Menlo Park, CA
Job Type: Full-Time
Job Number: 2024-00180
Division: Rail
Department: Rail Operations and Maintenanc
Opening Date: 02/21/2025
Closing Date: 3/16/2025 11:59 PM Pacific

General

Under general supervision, the Assistant Project Manager for Warranty Administration will report to the Project Manager, State of Good Repair, and willbe responsible forthe development, execution, oversight, and reporting of allrail warranty programs for thePeninsula Corridor Joint PowersBoard (Caltrain). This position will be a subject matter expert for the Rail Warranty Administration Program.

Essential Functions & Duties

• Manages the Rail Warranty Administration Program including warranty work labor charge reimbursements, spare parts tracking, replacement or repair, scheduled and unscheduled maintenance and field modifications.

• Develop and implement goals, objectives, policies and priorities for the Rail Warranty Administration Program; recommend and administer policies and procedures.

• Assist in quality control checks and evaluation of equipment, systems, and components supplied by Caltrain contractors to ensure that all are fit for use or, if defective, that the agency receives the extent of compensation specified in the contractual terms and conditions.

• Develop and implement efforts to standardize warranty procedures within the Rail Operations and Maintenance Department to initiate and track status of warranty claims.

• Verify and research failures, submit warranty claims, and follow up with vendors to ensure warranty recovery in accordance with Warranty Administration requirements.

• Provide statistical data and database system reports on the effectiveness and efficiency of warranty related programs.

• Ensure the adequacy of Caltrain's warranty enforcement, recordkeeping procedures, and provisions by conducting periodic audits.

• Communicate with vendors on claim and reimbursement activity of warrantable part or issuance of credit.

Examples of Essential Duties:

• Plan, direct, and implement the work plan for warranty administration; assign and carry out work activities, projects, and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.

• Develop and implement warranty tracking system for warranty failures, claims, and financial records.

• Maintain direct contact with suppliers and Caltrain operations and maintenance liaisons on warranty issues and related provisions of the suppliers' contracts.

• Create and generate monthly, quarterly, and annual reports on the status of all phases of Caltrain's warranty programs; ensure warranty repairs and maintenance activities are accurately documented.

• Educate and train maintenance personnel on warranty provisions, procedures, and guidelines including how to file warranty claims.

• Assist Rail Operations and Maintenance subject matter experts and contract administrators to ensure vendor compliance with contractual warranty specifications is achieved.

• Work collaboratively with maintenance personnel to determine root cause of part failure and proper resolution.

• Serve as liaison for the Warranty Administration Program with other divisions, departments and outside agencies; negotiate and resolve sensitive and controversial issues.

• Maintain and track shipment of warranty parts and related documentation.

• Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of warranty administration.

• Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.

• Perform other duties as assigned.

Minimum Qualifications
Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, additional full-time work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Three (3) years of relevant experience
• Possession of a bachelor's degree in business administration, public administration, information systems, transportation management, engineering or a satisfactory equivalent.

Preferred Qualifications:

• Plan, direct, and implement the work plan for warranty administration; assign and carry out work activities, projects, and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.

• Develop and implement warranty tracking system for warranty failures, claims, and financial records.

• Maintain direct contact with suppliers and Caltrain operations and maintenance liaisons on warranty issues and related provisions of the suppliers' contracts.

• Create and generate monthly, quarterly, and annual reports on the status of all phases of Caltrain's warranty programs; ensure warranty repairs and maintenance activities are accurately documented.

• Educate and train maintenance personnel on warranty provisions, procedures, and guidelines including how to file warranty claims.

• Assist Rail Operations and Maintenance subject matter experts and contract administrators to ensure vendor compliance with contractual warranty specifications is achieved.

• Work collaboratively with maintenance personnel to determine root cause of part failure and proper resolution.

• Serve as liaison for the Warranty Administration Program with other divisions, departments and outside agencies; negotiate and resolve sensitive and controversial issues.

• Maintain and track shipment of warranty parts and related documentation.

• Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of warranty administration.

• Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.

• Perform other duties as assigned.

The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.
How to Apply

• Complete an online employment application by 11:59 p.m. of the listed closing date. A resume will not be accepted in lieu of the application. Incomplete applications will not be considered.
• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.
• We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health and Welfare Benefits:

• Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program. The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
  
• Free Dental and Vision Benefits provided - Employer Covers Premiums
  
• Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.

• Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.

Retirement Medical Benefits:

• Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
  
• Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.

Holidays and Paid Time Off:

• Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.25 hours). As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
  
• Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
  
• Floating Holidays - District employees can earn up to five (5) floating holidays.

Financial Planning Benefits:

• Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.

• CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
  
• Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
  
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
  
• Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.

Growth and Education Benefits:

• Professional Development - Access to LinkedIn Learning and San Mateo County's professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
  
• Computer Loan Program - Interest-free two-year loan with a maximum amount of $2,000.

Other Amazing Benefits:

• Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
  
• Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
  
• Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.

For union employees, all of the above benefits are subject to the employee's Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.