Part and Warranty Processing Coordinator

The Warranty Processing Coordinator is responsible for ordering all parts and management of
the complete warranty lifecycle for HVAC parts and equipment. From verifying warranty
eligibility and ordering replacement parts through returning defective parts and securing
applicable manufacturer or distributor credit.
The primary objective is to ensure that warranty parts are obtained quickly while accurately
tracking every transaction until all required parts are returned and the company receives the

appropriate warranty credit or reimbursement.

 

Warranty Verification & Parts Ordering
Research equipment in ServiceTitan or online using customer history, model numbers, serial numbers,
installation dates, and equipment records.
Verify manufacturer warranty eligibility before ordering replacement parts whenever possible.
Identify the correct replacement part and work with approved distributors or manufacturers to obtain the
part.
Order warranty replacement parts and maintain accurate documentation of the associated customer, job,
equipment, purchase order, and vendor.

 

Warranty Lifecycle Management
Maintain ownership of each warranty transaction from initial request through final credit or reimbursement.
Track warranty claims through each stage: Warranty Verified → Part Ordered → Part Received/Delivered
→ Repair Completed → Defective Part Returned → Claim Submitted → Credit Received → Closed.
Ensure warranty transactions can be traced from the original service call through final manufacturer or
distributor credit.
Follow up on outstanding warranty items to prevent claims from being lost or exceeding manufacturer or
distributor deadlines.

 

Field Logistics
Coordinate with Dispatchers, Service Managers, Purchasing, Warehouse personnel, and Field
Technicians to get required warranty parts to technicians as quickly as possible.
Help facilitate same-day repair opportunities when replacement parts are locally available.
Follow up with Field Technicians to ensure defective warranty parts are returned promptly after repairs
are completed.

Distributor &  Return Logistics
Ensure returned parts are properly identified and matched to the correct customer, equipment, job,
replacement part, and warranty claim
Complete and submit warranty claims to manufacturers and distributors within required timeframes.
Maintain documentation necessary to support warranty claims and resolve disputed or rejected claims.
Coordinate the physical transport, drop-off, or shipment of defective warranty parts to local distributors or
manufacturers.
Ensure returns comply with each manufacturer's or distributor's specific warranty requirements.

 

Warranty Credits & Reconciliation
Maintain credit receivable list
Track all submitted warranty claims until the applicable credit or reimbursement has been received.
Partner with Purchasing and Accounting to verify that warranty credits are correctly applied to the
appropriate company invoices.
Research and resolve missing, incorrect, denied, or delayed warranty credits.
Follow up with vendors until outstanding claims are resolved.

 

Inventory & Scrap Control
Maintain a clean and organized warranty holding area within the warehouse.
Clearly tag all warranty parts with the associated customer, job, equipment, and claim information.
Prevent warranty parts from being discarded before all manufacturer and distributor requirements have
been satisfied.
Properly scrap or dispose of parts only after the warranty claim and credit process is complete.

 

Vendor Relationships
Build and maintain positive working relationships with distributor parts counters, warranty departments,
and manufacturer representatives.
Work directly with vendors to resolve disputed claims, missing documentation, rejected warranties, and
outstanding credits.

Physical Requirements
● Heavy Lifting: Ability to regularly lift, push, pull, and carry heavy HVAC components
weighing up to 50 lbs unassisted, and heavier loads with team or mechanical assistance.
● Physical Stamina: Ability to stand, walk, bend, stoop, reach, and climb ladders throughout
an 8-hour shift in a warehouse environment.
● Environmental Exposure: Comfort working in a fast-paced warehouse environment that
may experience fluctuations in temperature (heat/cold) depending on the season.

 

Qualifications & Skills
● Software Skills: 1 years of hands-on experience using ServiceTitan (specifically inventory,
purchase orders, or equipment tracking modules) is highly preferred.
● Experience: 1–3 years of experience in a warehouse, logistics, inventory, or purchasing
role. Experience specifically within the HVAC, plumbing, or automotive parts industries.
● Technical Aptitude: Familiarity with HVAC parts and terminology.
● Detail-Oriented: Exceptional attention to detail required to match multi-digit serial numbers
and track complex invoicing paperwork.
● Equipment Operation: Ability to safely operate warehouse equipment (e.g., pallet jacks,
hand trucks); forklift certification is a plus.