Parts & Warranty Coordinator

Benefits

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

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.
• Manage and 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).
• Aid 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.
• Able 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.
• Certain 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