Service Coordinator / Claims Administrator

Service/Warranty Coordinator

HTS Engineering Ltd. is the largest independent commercial HVAC manufacturers' rep in North America, with 20 locations in the US and Canada. HTS has a vibrant look and brand promise -- one that reflects our company-wide commitment to ensure the individual success of all those involved in a project's HVAC system selection, design, purchase, installation and maintenance including our employees, suppliers, customers and end users.

We are seeking an organized, dependable Service/Warranty Coordinator to manage the ordering, tracking, receiving, and organization of parts for our rapidly growing Service Department. This position is responsible for knowing the status and location of every part from the time it is ordered until it reaches the technician and the job is completed.

The ideal candidate has strong organizational and follow-up skills, is comfortable communicating with vendors and technicians, and has a working knowledge of HVAC equipment and parts.

Responsibilities

• Order HVAC parts, materials, and equipment from approved vendors.
• Track all outstanding parts orders from purchase through delivery.
• Maintain accurate information on where each part is located
• Maintain accurate expected delivery dates and order status.
• Follow up with vendors on open, delayed, or backordered parts.
• Proactively contact vendors when parts do not arrive as scheduled.
• Verify that received parts match what was ordered.
• Receive, label, organize, and properly store incoming parts.
• Ensure parts are assigned to the correct customer, job, or service ticket.
• Coordinate with dispatchers, technicians, and service management regarding parts availability.
• Notify the appropriate team members when parts arrive and are ready for installation.
• Assist technicians with identifying and sourcing HVAC parts when needed.
• Research alternate suppliers when parts are unavailable or have extended lead times.
• Keep parts areas, shelves, and storage locations organized and clearly labeled.
• Help prevent lost, misplaced, duplicate, or unnecessary parts orders.
• Maintain documentation for purchase orders, packing slips, returns, warranties, and credits.
• Coordinate parts returns and follow through to ensure applicable vendor credits are received.
• Develop and maintain good working relationships with HVAC suppliers and manufacturer representatives.

Qualifications

• Working knowledge of HVAC parts and equipment is required.
• Previous experience in HVAC, mechanical contracting, parts coordination, supply houses, purchasing, or service operations preferred.
• Ability to recognize common HVAC components and understand basic terminology.
• Strong organizational and attention-to-detail skills.
• Excellent follow-up skills this position requires someone who will actively pursue outstanding orders rather than simply wait for updates.
• Ability to manage multiple open orders and priorities at the same time.

HTS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by laws.