Parts Warranty and Data Administrator

CFM•Denver, CO

About The Position

The Parts Warranty and Data Administrator verifies and validates incoming warranty requests, maintains a log of warranty activity and related correspondence in Zendesk, and coordinates manufacturer-required defective component collection and returns. The role administers inventory used for warranty purposes, supports stock replacement practices, monitors manufacturer credits, oversees billable warranty charges, and files electronic warranty claims. The position also handles data entry and records administration for customer, vendor, and inventory information. Responsibilities include reviewing source documents, validating and correcting data, maintaining electronic and paper records, updating databases, preparing reports and spreadsheets, responding to internal information requests, conducting data-quality audits, protecting confidential information, and coordinating with departments to resolve missing or incorrect data. The position requires strong organization, customer service, problem-solving, and prioritization skills. Work is primarily in an office environment, with occasional field work possible.

Requirements

High school diploma or GED equivalent.
Essential computer skills.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write correspondence and effectively present information in one-on-one and small-group situations.
Ability to perform basic arithmetic using whole numbers, common fractions, and decimals; compute rates, ratios, and percentages; and draw and interpret graphs.
Ability to apply common sense to written, oral, or diagrammed instructions and solve problems involving several concrete variables in standardized situations.
Mental stamina for problem solving and prioritizing multiple tasks.
Ability to use a computer keyboard and telephone, reach with hands and arms, and meet the listed physical demands, including lifting and moving up to 25 pounds regularly and up to 50 pounds frequently.
Ability to work in an office environment and possibly, occasionally in the field.

Nice To Haves

HVAC warranty experience preferred.
HVAC parts background preferred.
Experience in the HVAC, mechanical contracting, engineering, or construction industry is a plus.

Responsibilities

Verify and validate incoming warranty requests.
Maintain an active log of warranty activity and customer or manufacturer correspondence in Zendesk.
Coordinate collection and return of manufacturer-required defective components.
Administer warranty inventory and ensure proper stock replacement practices.
Monitor pending credits due from manufacturers.
Oversee billable warranty charges.
File electronic warranty claims with manufacturers.
Enter customer, vendor, and inventory information into company databases and systems.
Verify data accuracy and correct errors or inconsistencies.
Review source documents for completeness and accuracy before data entry.
Maintain organized electronic and paper records.
Update existing records and databases as information becomes available.
Generate reports and spreadsheets as requested by management.
Respond to internal requests for information and documentation.
Perform regular data-quality audits to ensure database integrity.
Maintain confidentiality of sensitive company and customer information.
Collaborate with other departments to obtain missing or corrected data.
Meet established productivity and accuracy goals.
Maintain an ethical relationship between end customers and manufacturers while protecting both parties’ interests.