Parts & Warranty Coordinator

Benefits:

• 401(k)
• Company parties
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Training & development
  
  
  

Parts & Warranty Coordinator

Pro-Serv Food Equipment (Pro-Serv Facility Solutions) – New Bern, NC

Position Overview

The Parts & Warranty Coordinator will work in the office supporting our field service team by identifying and verifying parts, working with manufacturers and vendors, and managing warranty status and documentation. This role frees our technicians to stay in the field while ensuring we order the right parts the first time and capture every possible warranty opportunity.

Compensation

• Proposed pay range: $22-$25 per hour to start, depending on experience and demonstrated capability.
• Employment type: Fu-ll-time, hourly
• Schedule: Standard business hours, with some flexibility as needed to support the service team.
  
  
  

Key Responsibilities

• Look up and verify correct part numbers for service calls, quotes, and internal requests.
• Use manufacturer websites, parts portals, and technical documents to identify OEM and approved replacement parts.
• Contact manufacturers and vendors by phone and email to:
• Confirm part numbers, availability, and lead times
• Verify warranty status and coverage
• Obtain technical or compatibility information when needed
• Document parts research and warranty decisions clearly in our service software and/or NetSuite (or equivalent).
• Track serial numbers, model numbers, and installation dates to determine warranty eligibility.
• Submit warranty requests or pre-approvals to manufacturers following their processes and requirements.
• Maintain organized records of warranty claims, approvals, denials, and credits.
• Communicate clearly with technicians and dispatch regarding:
• Correct parts to order
• Warranty coverage and any special instructions
• Backorders, substitutions, and alternative options
• Help reduce parts ordering errors, returns, and repeat truck rolls through accurate research.
• Build and maintain an internal reference library (cheat sheets, part cross-references, common issues by model).
• Assist with purchase order creation and follow-up with vendors on open orders as needed.
• Support office operations with related administrative tasks when workload allows.

Qualifications

• Prior experience in parts, service coordination, or a related office role (HVAC/R, foodservice equipment, automotive, or industrial preferred but not required).
• Strong attention to detail and ability to follow a part or serial number trail accurately.
• Comfortable using web-based portals, email, and office software daily.
• Professional communication skills on the phone and in writing when dealing with manufacturers, vendors, and technicians.
• Ability to manage multiple open requests and prioritize based on urgency and job impact.
• Willingness to learn equipment, models, and common parts used in commercial HVAC/R and foodservice equipment.
• Self-starter mindset with the ability to work independently once trained.
  
  
  

Performance Expectations

• High accuracy rate on part number verification and ordering.
• Timely response to technician and dispatcher requests during the workday.
• Consistent follow-through on manufacturer and vendor communications.
• Measurable impact on:
• Reduced repeat service visits due to incorrect parts
• Increased capture of warranty-covered repairs
• Faster turnaround from diagnosis to parts ordered