Part and Warranty Processing Coordinator

Position:Part and Warranty Processing Coordinator

Location: Myrtle Beach, SC

Job :2731

# of Openings:1

The Warranty Processing Coordinator is responsible for ordering all parts and management of the complete warranty lifecycle for HVAC parts and equipment. From verifying warranty eligibility and ordering replacement parts through returning defective parts and securing applicable manufacturer or distributor credit. The primary objective is to ensure that warranty parts are obtained quickly while accurately tracking every transaction until all required parts are returned and the company receives the appropriate warranty credit or reimbursement.

Research equipment in Service Titan or online using customer history, model numbers, serial numbers, installation dates, and equipment records. Verify manufacturer warranty eligibility before ordering replacement parts whenever possible. Identify the correct replacement part and work with approved distributors or manufacturers to obtain the part. Order warranty replacement parts and maintain accurate documentation of the associated customer, job, equipment, purchase order, and vendor.

Maintain ownership of each warranty transaction from initial request through final credit or reimbursement. Track warranty claims through each stage:
Warranty Verified Part Ordered Part Received/Delivered Repair Completed Defective Part Returned Claim Submitted Credit Received Closed. Ensure warranty transactions can be traced from the original service call through final manufacturer or distributor credit. Follow up on outstanding warranty items to prevent claims from being lost or exceeding manufacturer or distributor deadlines.

Coordinate with Dispatchers, Service Managers, Purchasing, Warehouse personnel, and Field Technicians to get required warranty parts to technicians as quickly as possible. Help facilitate same-day repair opportunities when replacement parts are locally available. Follow up with Field Technicians to ensure defective warranty parts are returned promptly after repairs are completed.

Ensure returned parts are properly identified and matched to the correct customer, equipment, job, replacement part, and warranty claim. Complete and submit warranty claims to manufacturers and distributors within required time frames. Maintain documentation necessary to support warranty claims and resolve disputed or rejected claims. Coordinate the physical transport, drop‑off, or shipment of defective warranty parts to local distributors or manufacturers. Ensure returns comply with each manufacturer's or distributor's specific warranty requirements.

Maintain credit receivable list. Track all submitted warranty claims until the applicable credit or reimbursement has been received. Partner with Purchasing and Accounting to verify that warranty credits are correctly applied to the appropriate company invoices. Research and resolve missing, incorrect, denied, or delayed warranty credits. Follow up with vendors until outstanding claims are resolved.

Maintain a clean and organized warranty holding area within the warehouse. Clearly tag all warranty parts with the associated customer, job, equipment, and claim information. Prevent warranty parts from being discarded before all manufacturer and distributor requirements have been satisfied. Properly scrap or dispose of parts only after the warranty claim and credit process is complete.

Build and maintain positive working relationships with distributor parts counters, warranty departments, and manufacturer…