Order Entry, Warranty and Parts Support Assistant

Laars Heating Systems•Rochester, NH

1d•Onsite

About The Position

Laars Heating Systems is seeking an Order Entry, Warranty & Parts Support Assistant to serve as a critical link between customers, and internal departments. This role will assist with customer orders, warranty claims, parts identification, and return material authorizations (RMAs). The ideal candidate should be highly detail-oriented, customer-focused, and comfortable working in a fast-paced, office-based environment where accuracy, communication, and problem-solving are essential.

Requirements

High school diploma or equivalent.
Proficiency in Microsoft Office Suite (especially Excel).
Experience working with ERP or CRM systems
Strong attention to detail and high level of accuracy in data entry.
Excellent verbal and written communication skills.
Ability to multitask and manage competing priorities in a fast-paced environment.

Nice To Haves

College degree preferred.
Previous experience in customer service, administration, manufacturing, service, or parts support preferred.

Responsibilities

Accurately enter customer purchase orders into ERP or CRM systems, verifying pricing, quantities, availability, and shipping details.
Provide customers with updates regarding order status, claim status, shipping delays, and backorders.
Serve as a point of contact for inquiries via phone, email, and chat.
Assist with validating Customer Portal orders.
Assist with Parts Identification by using technical drawings, equipment manuals, and BOMs (Bill of Materials) to accurately identify required components.
Provide pricing and availability to customers.
Assist Warranty Administrator with RMA process, including validating return requests and issuing authorization numbers.
Determine whether returns qualify under warranty and/or company policy, clearly explaining terms, exclusions, and limitations to customers.
Arrange for the return of damaged or defective components when necessary.
Prepare denial letters or issue credits when applicable.
Stay informed of manufacturer bulletins, recalls, and warranty policy updates.