Warranty Administrator

Job Summary

The Warranty Administrator reviews and processes vendor warranty claims and defective merchandise. This position prepares, documents, and reconciles warranty claims, and ensures all related information is submitted to the proper parties.

• Processes vendor warranties and enters claims in vendor online systems.
• Coordinates defective merchandise returns, including packing, labeling, shipping, and field scrap.
• Manages the return goods queue and performs accurate PO entry and dealer credits.
• Submits vendor claims for defective parts and supports labor claim and unit replacement submissions.
• Serves as a liaison to resolve product registration issues and handle serial number/warranty term requests.
• Communicates professionally with vendors, branches, customers, and third-party shippers.
• Updates supervisor on changes to vendor warranty terms and assists with AP/AR discrepancies.
• Handles PO receiving and related follow-up tasks.

• High school diploma or GED equivalent
• 2+ years of Customer Service and/or Warranty Claims experience
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Proficiency with ERP or warranty management systems (experience with Solar Eclipse an asset)
• Comfortable using shipping platforms (UPS, Fed Ex, or third-party freight portals)
• Ability to navigate online claim submission systems and enter data accurately
• Clear, professional communication skills (written and verbal)
• Customer-focused mindset, able to work with vendors, branches, and end users calmly and professionally

• Full-time role requiring 40+ hours per week, with prolonged periods of sitting, standing, and walking
• Involves regular use of hands and arms for computer and office tasks, along with lifting up to 10 lbs
• Requires consistent use of vision, hearing, and speech for communication and operation of office equipment

• Medical, dental, vision, and prescription coverage effective immediately
• 401(k) plan with company contributions
• Life insurance and short- and long-term disability coverage
• HSA/FSA options and an Employee Assistance Program (EAP)
• Paid time off, including vacation, holidays, and personal days
• Weekly pay, employee discounts, and more

mSupply is an Equal Opportunity Employer. We make employment decisions without regard to sex, age, race, color, creed, religion, national origin, citizenship or immigration status, sexual orientation, gender identity or expression, disability, genetic information, marital status, veteran or military status, or any other status protected by applicable federal, state, or local law. We are committed to providing reasonable accommodations for qualified individuals with disabilities and to applicants with sincerely held religious beliefs, in accordance with applicable law.

To request a reasonable accommodation, please  Final offers of employment may be contingent upon completion of job-related pre-employment checks and screenings permitted by law for the position. For roles that require operation of a company vehicle, a Motor Vehicle Record (MVR) check may also be conducted to determine insurability. This employer participates in E-Verify to confirm employment eligibility in the United States.