Warranty Coordinator

The Purchasing & Warranty Coordinator is responsible for managing both the procurement of materials and the warranty process. This role involves overseeing the timely purchase and delivery of materials to job sites, maintaining accurate inventory levels, and managing vendor relationships to ensure the best pricing and terms. Additionally, the Coordinator is responsible for processing and tracking warranty claims, coordinating with manufacturers, and ensuring compliance with warranty policies and procedures. The position plays a key role in optimizing operational efficiency, enhancing vendor relations, and ensuring accurate and timely claims processing to support both purchasing and warranty functions.

• Excellent Health Insurance options including a FREE employee only option
• Dental, Vision, Accident, Critical Illness, Disability and Supplemental Life Insurance options
• FREE life insurance equal to your annualized pay rate
• 401k with a 50% match up to the first 6% of your contributions
• 7 paid Holidays
• 2 paid Personal days
• 10 paid Vacation days

• Negotiates with new and existing vendors to secure the best pricing, terms, and incentives through phone and email communications
• Stays updated on industry trends and best practices to enhance procurement strategies and inventory control
• Conducts root cause analysis and resolves Purchase Order (PO) Accounts Payable (AP) errors (also known as AP issues), including training personnel responsible for the errors and holding supply vendors accountable for pricing mistakes
• Purchases materials based on job site requirements, ensuring timely delivery to sites
• Works closely with project managers to understand and adjust procurement strategies for specific job site needs
• Resolves shipment errors or delays with suppliers to ensure on-time deliveries
• Regularly monitors and verifies inventory levels to maintain accuracy and prevent discrepancies
• Prepares and presents reports on key metrics, including Tailored Truck Stock (TTS) and average days parts are on order
• Orders and oversees Tailored Truck Stock (TTS) processes, ensuring timely and compliant execution
• Communicates with management regarding any issues or delays with vendors or internal departments
• Analyzes procurement and inventory data to identify trends and areas for improvement.
• Identifies opportunities for process improvements in purchasing, inventory management, and vendor relationships.

• Reviews and processes warranty claims, ensuring compliance with manufacturer requirements and company policies
• Prepares and submits all necessary warranty documentation in accordance with manufacturer guidelines and internal procedures
• Tracks the status of warranty claims to ensure timely processing and payment to vendors for completed warranty work
• Resubmits and follows up on denied warranty claims to secure approval and payment
• Collaborates with vendors, suppliers, and customers to resolve warranty-related issues and ensure customer satisfaction
• Maintains and updates warranty data to ensure accuracy and up-to-date records
• Ensures all warranty claims comply with company policies, legal requirements, and manufacturer guidelines
• Other related job duties, as assigned

• Works collaboratively with internal teams to coordinate procurement and warranty needs
• Provides updates to management on the status of orders, inventory, and warranty claims.
• Completes tasks efficiently and accurately, maintaining a high standard of professionalism and attention to detail.
• Adheres to company policies and procedures at all time

• Advanced proficiency in Microsoft Excel, with strong data analysis skills
• Strong communication skills, both verbal and written
• Excellent organizational, time-management, and multitasking abilities
• Proven negotiation skills and experience managing vendor relationships
• Expertise in inventory management systems and Microsoft Office Suite (Excel, Word, Outlook)
• Strong attention to detail, with a focus on accuracy in purchasing and warranty documentation
• Ability to thrive in a fast-paced, team-oriented environment with minimal supervision
• Analytical thinker with the ability to identify areas for process improvement

• At least 3 years of experience in purchasing, sourcing, supply chain management, or a related role
• Bachelor’s degree in supply chain management, business, or a related field preferred
• Previous experience in the HVAC industry is highly preferred
• Previous experience managing warranty claims and related processes is a plus
• PowerBI experience preferred

• Continuously able to work in office environment
• Continuously able to operate a computer and other office productivity machinery, such as a copy machine, telephone, and computer printer
• Continuously able to sit at a computer for up to 8 hours
• Able to alternate between sitting and standing, as needed throughout the day
• Occasionally able to lift up to 15
• Continuously requires vision, hearing, twisting, and talking