Warranty Associate

Position Overview

The Warranty Assistant 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 are key to success in this position.

Job Description

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.

Education, Experience, and Job Specific Skills

Required:

· 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, MS Teams, JEN, and Database/Data Entry experience) 

Preferred:

· General HVACR products, concepts, and the industry as a whole

Physical Demands & Work Environment

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

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. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship. The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.