What are the responsibilities and job description for the Warranty Administrator position at mSupply?
mSupply is North America’s leading distributor of OEM repair parts and equipment, serving professionals in the appliance, HVAC, plumbing, commercial kitchen and pool/spa industries. Headquartered in St. Louis, MO, mSupply is a multi-billion-dollar enterprise offering an extensive product range, industry expertise and seamless service. With more than 2,000 associates across the U.S. and Canada, mSupply’s family of brands delivers with speed, reliability and precision through its branches, distribution centers and extensive fleet of delivery vehicles. Shipped orders reach 93% of U.S. customers via next-day ground delivery and 100% within two days. For more information, visit mSupply.com.
O’Connor Company is an industry leader in wholesale HVAC equipment, parts and tools. As a distributor of HVAC services in the Midwest, they provide a range of quality product lines, including Trane, American Standard and Mitusbishi Electric. The company is proud to serve the commercial and residential markets in Kansas, Oklahoma, Missouri, Nebraska and Iowa. For more information, visit oconnorhvac.com.
Job Summary
The Warranty Administrator reviews and processes vendor warranty claims and defective merchandise. This position prepares, documents, and reconciles warranty claims, and ensures all related information is submitted to the proper parties.
Job Duties amp; Responsibilities
- Processes vendor warranties and enters claims in vendor online systems.
- Coordinates defective merchandise returns, including packing, labeling, shipping, and field scrap.
- Manages the return goods queue and performs accurate PO entry and dealer credits.
- Submits vendor claims for defective parts and supports labor claim and unit replacement submissions.
- Serves as a liaison to resolve product registration issues and handle serial number/warranty term requests.
- Communicates professionally with vendors, branches, customers, and third-party shippers.
- Updates supervisor on changes to vendor warranty terms and assists with AP/AR discrepancies.
- Handles PO receiving and related follow-up tasks.
Qualifications
High school diploma or GED equivalent
2 years of Customer Service and/or Warranty Claims
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Proficiency with ERP or warranty management systems (experience with Solar Eclipse an asset).
- Comfortable using shipping platforms (UPS, FedEx, or third-party freight portals).
- Ability to navigate online claim submission systems and enter data accurately.
- Clear, professional communication skills (written and verbal).
- Customer-focused mindset, able to work with vendors, branches, and end users calmly and professionally.
Physical Demands amp; Work Environment
Full-time role requiring 40 hours per week, with prolonged periods of sitting, standing, and walking.
Involves regular use of hands and arms for computer and office tasks, along with lifting up to 10 lbs.
Requires consistent use of vision, hearing, and speech for communication and operation of office equipment.
What We Offer:
We prioritize your well-being from day one with a comprehensive benefits package that includes:
Medical, dental, vision, and prescription coverage effective immediately
401(k) plan with company contributions
Life insurance and short- and long-term disability coverage
HSA/FSA options and an Employee Assistance Program (EAP)
Paid time off, including vacation, holidays, and personal days
Weekly pay, employee discounts, and more
Equal Employment Opportunity amp; Pre-Employment Requirements
mSupply is an Equal Opportunity Employer. We make employment decisions without regard to sex, age, race, color, creed, religion, national origin, citizenship or immigration status, sexual orientation, gender identity or expression, disability, genetic information, marital status, veteran or military status, or any other status protected by applicable federal, state, or local law.
We are committed to providing reasonable accommodations for qualified individuals with disabilities and to applicants with sincerely held religious beliefs, in accordance with applicable law. To request a reasonable accommodation, please contact careers@msupply.com.
Final offers of employment may be contingent upon completion of job-related pre-employment checks and screenings permitted by law for the position. For roles that require operation of a company vehicle, a Motor Vehicle Record (MVR) check may also be conducted to determine insurability. This employer participates in E-Verify to confirm employment eligibility in the United States.