Warranty Purchasing Admin Associate

As a Warrant Administrative Associate – you will play a key role in keeping our HVAC and Electrical projects organized and on track. In this role, you’ll ensure that all equipment and installation data is entered accurately and on time, helping our teams deliver exceptional service and ensuring customers receive proper warranty coverage, permits, and inspections. Your accuracy and commitment to reliable recordkeeping will keep our managers and technicians moving efficiently, knowing every project detail is documented and up to date. This position is perfect for someone who thrives on organization, precision, and supporting a team that values quality and accountability. What You Bring You’re a highly organized, motivated professional who takes pride in accuracy and follow-through. You bring previous experience in billings, accounts receivable, or a similar administrative role. A solid understanding of accounting basics helps you navigate numbers with confidence and precision. You’re known for your strong communication, organization, and time-management skills, thriving in a fast-paced, rewarding environment where multitasking is key. Working Independently, you stay calm under pressure, and bring a proactive, problem-solving mindset to every challenge. Proficiency in Microsoft Office and CRM software allows you to stay efficient and connected, while your keen attention to detail ensures nothing slips through the cracks. Key Responsibilities Purchasing & Procurement Purchase HVAC equipment, parts, and materials for service and installation jobs. Verify equipment specifications, pricing, quantities, and delivery dates. Coordinate purchasing needs with service managers, installation teams, technicians, and dispatch. Maintain purchase orders and track orders through delivery. Resolve backorders, incorrect shipments, and damaged materials. Maintain vendor relationships and obtain competitive pricing. Follow company purchasing approval procedures. Warranty Administration Maintain accurate equipment and warranty records. Submit and track manufacturer warranty claims. Coordinate defective parts returns and replacement equipment. Track outstanding warranty claims, credits, and reimbursements through resolution. Ensure warranty documentation is complete and accurate. Report recurring equipment issues and unresolved claims to management. Inventory & Administration Monitor inventory levels and coordinate replenishment needs. Verify materials are properly received and assigned to the correct job or department. Assist with inventory counts and investigate discrepancies. Maintain accurate purchasing records, invoices, and vendor credits. Provide updates on delayed orders, outstanding claims, and pending credits. Identify opportunities to reduce purchasing costs, waste, and unnecessary freight charges. Qualifications High school diploma or equivalent. Experience in HVAC purchasing, inventory, or warranty administration preferred. Knowledge of HVAC equipment, parts, and manufacturers preferred. Proficiency in Microsoft Office and business management software. ServiceTitan experience is a plus. Strong organizational, communication, and problem-solving skills. Ability to manage multiple priorities and meet deadlines.

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