Warranty and Accouting Administrative Assistant

Johnstone Supply | The Huestis-Meyers Group is a locally owned and nationally backed HVAC/R distributor. On a national level Johnstone is a powerhouse with over $3B in sales, but locally has the leadership, focus, and determination to win. We have a culture Where People Win. To us that means we want to have a driven team where everyone is winning on both a personal and professional level. The more successful each team member is, the more successful the company will be.

We are looking for energetic, engaging, knowledgeable, and dedicated individuals to join our team that can help us uphold our core values to Make the Team Better, Make it Happen, and Make Their Day.

Opportunity:

We are seeking a motivated and detail-oriented individual to join our team as a full-time Administrative Assistant. This position is responsible for processing warranty claims for eight branch locations, managing accounts receivable collection calls, assisting with accounts payable, and performing a variety of administrative duties to support daily operations. The ideal candidate is organized, dependable, possesses strong communication skills, and can effectively manage multiple priorities in a fast-paced environment.

Responsibilities will include but are not limited to:

Warranty Administration

• Process warranty claims for HVAC equipment, parts, compressors, motors, controls, and accessories.
• Review warranty requests for accuracy, eligibility, and compliance with manufacturer warranty policies.
• Collect and verify required documentation including invoices, serial numbers, installation dates, photographs, technician reports, and failed parts.
• Submit claims through manufacturer warranty portals and monitor claim status through completion.
• Track outstanding claims and follow up with manufacturers for timely reimbursement.
• Coordinate return of defective products when required by manufacturers.
• Maintain accurate warranty files and electronic records.

Accounts Receivable & Collections

• Contact customers regarding past-due invoices via phone, email, and written correspondence
• Monitor aging reports and follow up on outstanding balances
• Maintain accurate records of collection activities and payment arrangements
• Work with internal teams to resolve billing discrepancies and customer inquiries
• Assist with processing payments and updating account information

Administrative Support

• Provide general administrative assistance to multiple departments
• Assist with document preparation, filing, and data entry
• Support internal coordination for events, promotions, and departmental projects
• Drive to the post office daily to get the mail
• Handle additional administrative duties as assigned

Accounts Payable

• Receive, review, and accurately process vendor invoices in compliance with company policy.
• Match invoices to purchase orders, packing slips, and contracts.
• Resolve invoice discrepancies and communicate with vendors/department heads as needed.
• Prepare weekly or monthly payment runs (checks, ACH, or electronic payments).
• Maintain accounts payable files, reports, and reconciliations.
• Assist with month-end closing tasks and AP reporting.

Must have:

• • Proficient in Microsoft Office software.
  • Highly organized and completes tasks and/or projects by deadlines
  • Good phone manners and responds promptly to inquiries by phone and email.
  • Detail-oriented person, good proofreader, can multitask and set work priorities
  • Basic Accounting knowledge including Accounts Receivable and Accounts Payable
  • Works well in a team oriented environment and can quickly adapt when tasks change
• Work requires continual attention to detail in composing, editing and proofing materials (excellent spelling & grammar), establishing priorities and meeting multiple deadlines.
• • General office duties

• 
  Requirements:

• • Prefer Associates Degree or higher and 2 or more years experience but not required
  • Excellent customer service skills
  • Excellent work ethic / Self-starter
  • Team player