Warranty Administrator

Responsibilities

• Maintain a professional, positive, and service-oriented attitude in all verbal and written communications.
• Receive warranty-related calls and emails from customers and OTM and create service calls in WennSoft with clear scopes of work and detailed issue descriptions.
• Communicate and follow up with customers and internal teams to ensure all commitments, outstanding issues, and expectations are resolved promptly.
• Provide completed call summaries, invoices, equipment logs, repair quotes, and supporting documentation to Hunton Trane and customers as required.
• Verify customer information, billing details, contact information, purchase orders, and equipment warranty status at the time service requests are received.
• Ensure all OTM calls are entered correctly in the WennSoft system with proper division and call group coding.
• Attach all required documentation to service calls, including packing slips, invoices, approvals, and service documentation.
• File Trane warranty claims within 10 days of service completion.
• Invoice OTM calls within 5 days of completion.
• Track warranty claim status, respond to external inquiries, and process claims in WennSoft.
• Appeal denied claims within 15 days to support successful warranty claim resolution.
• Request warranty extensions from Trane when needed and maintain detailed service notes in WennSoft.
• Cook up with customers and internal teams regarding service updates and outstanding items.
• Utilize Trane Citrix Workspace, Falcon, WMS, and WennSoft systems effectively.
• Perform additional duties and special projects as assigned.

Qualifications

• High school diploma or equivalent required; associate degree or related administrative experience preferred.
• Previous experience in warranty administration, dispatching, service coordination, or operations support preferred.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite and service management software systems.
• Experience with WennSoft, Trane Citrix Workspace, Falcon, and WMS is preferred.