Parts & Warranty Coordinator

Pro-Serv Food Equipment•New Bern, NC

2d•$22 - $25•Onsite

About The Position

The Parts & Warranty Coordinator will work in the office supporting our field service team by identifying and verifying parts, working with manufacturers and vendors, and managing warranty status and documentation. This role frees our technicians to stay in the field while ensuring we order the right parts the first time and capture every possible warranty opportunity.

Requirements

Prior experience in parts, service coordination, or a related office role (HVAC/R, foodservice equipment, automotive, or industrial preferred but not required).
Strong attention to detail and ability to follow a part or serial number trail accurately.
Comfortable using web-based portals, email, and office software daily.
Professional communication skills on the phone and in writing when dealing with manufacturers, vendors, and technicians.
Ability to manage multiple open requests and prioritize based on urgency and job impact.
Willingness to learn equipment, models, and common parts used in commercial HVAC/R and foodservice equipment.
Self-starter mindset with the ability to work independently once trained.

Responsibilities

Look up and verify correct part numbers for service calls, quotes, and internal requests.
Use manufacturer websites, parts portals, and technical documents to identify OEM and approved replacement parts.
Contact manufacturers and vendors by phone and email to confirm part numbers, availability, and lead times, verify warranty status and coverage, and obtain technical or compatibility information.
Document parts research and warranty decisions clearly in our service software and/or NetSuite (or equivalent).
Track serial numbers, model numbers, and installation dates to determine warranty eligibility.
Submit warranty requests or pre-approvals to manufacturers following their processes and requirements.
Maintain organized records of warranty claims, approvals, denials, and credits.
Communicate clearly with technicians and dispatch regarding correct parts to order, warranty coverage and any special instructions, and backorders, substitutions, and alternative options.
Help reduce parts ordering errors, returns, and repeat truck rolls through accurate research.
Build and maintain an internal reference library (cheat sheets, part cross-references, common issues by model).
Assist with purchase order creation and follow-up with vendors on open orders as needed.
Support office operations with related administrative tasks when workload allows.