Warranty Claims Specialist

Crete United•Claiborne, LA

4d•Onsite

About The Position

The Warranty Claims Specialist is responsible for processing, tracking, and managing HVAC equipment warranty claims with manufacturers. This position works closely with service technicians, dispatch, project managers, manufacturers, and customers to ensure warranty claims are submitted accurately, resolved promptly, and documented thoroughly. The ideal candidate is highly organized, communicates effectively, and enjoys working with multiple priorities while maintaining exceptional attention to detail.

Requirements

High school diploma or equivalent required.
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Ability to prioritize multiple projects while meeting deadlines.
Strong attention to detail and problem-solving abilities.
Proficiency in Microsoft Office, particularly Excel and Outlook.

Nice To Haves

Previous warranty administration or claims experience preferred.
Experience in HVAC, mechanical contracting, construction, manufacturing, or service industries is highly preferred.
Experience with ERP systems, service management software, or manufacturer warranty portals is a plus.
Commercial HVAC or mechanical service industry experience.
Familiarity with manufacturers such as Trane, Carrier, Daikin, Lennox, York, AAON, or similar commercial equipment.
Experience reviewing service work orders and equipment documentation.
Understanding of parts, labor reimbursement, and manufacturer warranty procedures.

Responsibilities

Prepare and submit warranty claims to HVAC manufacturers.
Review service tickets, technician notes, invoices, and supporting documentation for claim accuracy.
Coordinate with manufacturers regarding warranty approvals, denials, credits, and claim status.
Verify equipment registration, warranty coverage, and installation dates.
Track open warranty claims through resolution and maintain organized records.
Communicate with service technicians to obtain required information and supporting documentation.
Work with the Service Department to ensure warranty repairs are properly documented.
Process warranty credits and assist Accounting as needed.
Maintain manufacturer warranty portals and ensure claims are submitted within required timelines.
Follow up on outstanding claims to maximize reimbursement.
Assist customers by providing updates on warranty status when appropriate.
Generate warranty reports and monitor claim aging.
Identify opportunities to improve warranty processes and efficiencies.
Assist with general administrative duties and other responsibilities as assigned.