Job Description

About the Role

The Warranty Associate is responsible for processing warranty claims with vendors, researching unpaid claims, and ensuring credits or replacement parts are issued. Strong attention to detail and proactive follow-up with vendors is key to success in this position.

Essential Functions

Warranty & Claims Processing :

• Initiate, process, and track warranty claims with vendors.
• Research unpaid claims and follow up with vendors to ensure credits or replacement parts are issued.
• Handle in-warranty and out-of-warranty repairs, as well as equipment sold at a discount (scratch & dent).
• Process extended parts and/or labor warranty contracts.
• Identify discrepancies on warranty tags and escalate to the sales and inventory control teams.
• Communicate regularly with sales staff and vendors to ensure smooth warranty processes.
• Provide necessary research and support for warranty-related inquiries.
• Attend product and warranty-related webinars for continued education.

Administrative & Support Functions :

• Initiate and manage the internal onboarding process for warranty claims using web-based and database systems.
• Schedule and track the progress of various warranty processes.
• Manage internal and external correspondence related to warranty claims.
• Provide reports and updates to staff as needed.
• Assist multiple departments by gathering and verifying warranty-related information.
• Perform basic administrative duties such as creating reports, drafting emails, proofreading documents, sending correspondence, answering phones, and data entry.
• Other duties as assigned by management to support the organization.

General Responsibilities :

• Maintain compliance with company policies, procedures, and ethical standards.
• Provide professional and courteous customer service when interacting with vendors, customers, and internal teams.

Process & Organizational Skills :

• Ability to follow instructions and established procedures.
• Strong attention to detail with excellent organizational skills.
• Self-motivated with the ability to manage multiple tasks and meet deadlines.
• Strong problem-solving skills and ability to find information using various resources.

Communication & Interpersonal Skills :

• Effective written and verbal communication skills.
• Ability to maintain a positive attitude in a fast-paced and team-oriented environment.

Qualifications :

• High School Diploma or G.E.D or equivalent combination of education and experience.
• 2 years of experience as warranty personnel, administrative assistant, or similar position.
• Basic computer skills (e.g., Email programs, Internet browsers, Word, Excel, JEN, MS Teams, and Data base/Data entry experience).

Required Skills :

• General HVACR products, concepts, or the industry as a whole.

Preferred Skills :

• Physical Demands & Work Environment

The physical demands and work environmental characteristics outlined here reflect those an employee may experience while performing the essential duties of this role. Reasonable accommodation can be provided to support individuals with disabilities in fulfilling these essential functions.

Pay range and compensation package :

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

Equal Opportunity Statement :

We are committed to diversity and inclusivity in our hiring practices.

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