What are the responsibilities and job description for the Third-Party Service Portal & Warranty Coordinator position at CKI Services?
Third-Party Service Portal & Warranty Coordinator
Ensure work moving accurately from first request to final payment
WHO WE ARE
Since 1976, CKI has been a trusted single-source partner for food service facilities, delivering equipment installation, repair, and preventative maintenance backed by real-time data and cutting-edge tracking technology. Our clients count on us for reliable HVAC and refrigeration solutions and our team is the reason we've earned that trust for nearly five decades.
OUR MISSION
Provide solutions. Serve our customers and community. Set the standard.
OUR CORE VALUES
COMMUNICATION
Over Communicate
No surprises, only solutions.
DEPENDABLE
Own It
Do what you say, every time.
POSITIVE
Choose Optimism
Be helpful, stay driven.
CARING
Lead with Heart
Do right, even unseen.
SKILLED
Set the Standard
Always evolve.
THE OPPORTUNITY
The Third-Party Service Portal & Warranty Coordinator owns the administrative side of our third-party service work. This person handles intake and processing of all service requests received through client portals, including Ecotrak, ServiceChannel, Corrigo, ResQ, and others. They upload quotes, submit invoices, and keep portal records current and compliant. The role also manages the full warranty process for equipment owned by our company and by our customers. The goal is to make sure parts, labor, and equipment claims are submitted, tracked, and recovered.
WHAT YOU'LL DO
- Monitor all assigned third-party portals: Accept, acknowledge, and enter incoming service requests into our internal dispatch/field service system within each client's required response times.
- Keep portal data accurate: Ensure service level agreements (SLAs), compliance scores, and customer scorecards stay in good standing.
- Upload proposals and quotes: After uploading, track quote status (pending, approved, declined, revision requested), follow up on outstanding quotes, and convert approved quotes into scheduled work.
- Submit prepared invoices: Verify correct submission and resolve rejected or disputed invoices. Work with accounting to track open invoices
- Manage the end-to-end warranty process: Register with manufacturers where applicable in addition to preparing and submitting warranty claims for parts, labor, and equipment to manufacturers and suppliers.
WHAT YOU BRING
- 2 years of experience in service coordination, billing, or administrative support, preferably in a field service trade.
- Hands-on experience with at least one third-party facility management platform.
- Strong attention to detail and accuracy with data entry, documentation, and financial information.
- Excellent organizational skills with the ability to handle multiple tasks simultaneously in a fast-paced setting.
- Proficiency in Microsoft Office Suite (Word, Outlook, Excel)
- Can-do attitude and ability to drive operational excellence.
WHY YOU'LL LOVE WORKING HERE
- Competitive salary with performance-based bonuses
- Health insurance paid 100% for the employee, plus additional employee paid dental and vision options
- Retirement plan with company 3% match
- Paid time off and holidays
- Ongoing training and professional development opportunities