Rebate and Warranty Coordinator

Overview

The Rebates & Warranties Coordinator is responsible for managing the end-to-end administration of customer rebate and equipment warranty submissions for installed HVAC systems. This role serves as a critical link between Finance, Sales, Operations, and external rebate program administrators to ensure all rebate applications and warranty registrations are submitted accurately, timely, and in compliance with program requirements.

The ideal candidate is highly organized, detail-oriented, and proactive in following up on missing information, resolving documentation issues, and monitoring submissions through completion. This person will help drive cash flow, improve customer satisfaction, and support operational efficiency by ensuring rebate payments and warranty registrations are processed without unnecessary delay.

Key Responsibilities

Rebate Administration

• Coordinate the full rebate submission process for eligible HVAC installations, including heat pumps, mini-splits, and other qualifying systems. 
• Collect, review, and consolidate all required documentation from internal departments, including Sales, Operations, Accounts Receivable, and other administrative teams. 
• Verify that rebate files are complete, accurate, and consistent with utility and program requirements before submission. 
• Submit rebate applications through utility, manufacturer, and third-party administrator portals in a timely and accurate manner. 
• Track rebate submissions from initial filing through approval, payment, and final reconciliation. 
• Monitor outstanding rebate applications and proactively follow up with utility companies, program administrators, and internal stakeholders regarding application status, deficiencies, denials, or payment delays. 
• Identify and resolve missing, incomplete, or incorrect documentation by coordinating directly with the appropriate internal team members. 
• Maintain detailed records of submissions, payment status, outstanding issues, and resolution steps. 
• Support reporting on rebate pipeline activity, aging, approvals, denials, and cash receipts. 

Warranty Administration

• Submit equipment and product warranty registrations for purchased and installed units in accordance with manufacturer requirements and deadlines. 
• Confirm all warranty information is accurate, including model numbers, serial numbers, installation dates, and customer details. 
• Maintain organized warranty records to ensure documentation is accessible for future service needs, claims, or audits. 

Cross-Functional Coordination

• Work closely with Sales, Operations, and Finance to ensure timely handoff of required job documentation following installation. 
• Communicate clearly and professionally with internal team members to obtain updates, clarify requirements, and resolve process gaps. 
• Serve as a point of contact for external rebate and warranty-related inquiries as needed. 
• Help establish and maintain consistent internal workflows, checklists, and submission standards to improve accuracy and turnaround times. 

Process Improvement

• Identify opportunities to improve efficiency, reduce errors, and streamline rebate and warranty workflows. 
• Assist in the development or use of automation tools, trackers, templates, and standardized processes to support higher-volume submission activity. 
• Recommend process enhancements that improve visibility into status, accountability, and cycle times across departments. 

Qualifications & Experience

• Strong organizational skills with the ability to manage multiple tasks, deadlines, and follow-ups simultaneously
• Exceptional attention to detail and a high degree of accuracy in data entry, documentation review, and submission tracking. 
• Self-starter with the ability to work independently and take ownership of processes from start to finish. 
• Strong verbal and written communication skills, with the ability to work effectively across multiple departments. 
• Proficiency with computers and web-based portals, with the ability to learn utility and manufacturer systems quickly. 
• Prior experience in rebates administration, warranties administration, accounts receivable support, customer operations, or administrative coordination. 
• Knowledge of or interest in the HVAC industry, including heat pumps, ductless mini-splits, and related equipment preferred.
• Familiarity with utility rebate programs, energy-efficiency programs, or manufacturer warranty processes preferred.

Education & Certifications

• High school diploma or GED required.

Core Competencies

• Organization and follow-through 
• Attention to detail 
• Accountability 
• Problem-solving 
• Communication and collaboration 
• Process discipline 
• Adaptability