Parts - Warranty - Accounting Coordinator

Job Description

Job Description

Benefits:

• Paid time off
• 401(k) matching
• Bonus based on performance
• Company parties
• Competitive salary

RD Appliance Service, Corp. is a family owned and operated business serving Long Island since 1963. We are seeking an organized, detailed oriented person, experienced in AR, AP and other office administration duties to join our team.

We set the standards for professionalism and expertise in our industry and strive to provide the highest quality appliance service in our area. We service most brands of appliances but primarily focus on high end brands, along with a growing commercial division. The expectations are high for our employees but we go out of our way to provide a positive work culture and an environment that is friendly and upbeat. Exemplifying our code of values, you show respect and courtesy to all customers and employees. The core values of our company are Honesty, Integrity, Professionalism, Technical Expertise and Mutual Respect.

Parts ordering and receiving

Order technician-identified parts, confirm availability, and track shipments, backorders, and delivery issues. Keep related job and purchase-order records current. Receive and record parts, verify quantities and condition, and identify the associated job or inventory location. Match purchase orders, receiving records, and vendor invoices. Investigate missing items, incorrect quantities, pricing differences, and duplicate charges.

Parts returns and vendor credits

Obtain return authorizations, prepare and ship eligible returns, and track return deadlines and proof of shipment.Confirm vendor receipt of returned parts and follow up until the correct credit is issued. Match credits to the original purchase and return, record and apply credits appropriately, and resolve missing or incorrect credits.

Warranty claims and payments

Prepare and submit manufacturer warranty claims with the required job information and supporting documentation. Monitor claim status, correct rejected claims, and follow up on unpaid claims, discrepancies, and short payments. Apply warranty payments to the correct jobs and claims, reconcile remittance details, and maintain accurate outstanding balances.

In house inventory

Establish and maintain an organized inventory list and storage locations, including the initial setup. Record receipts, usage, and returns to stock; perform periodic counts; investigate differences; and flag replenishment needs.

Accounts payable

Enter and organize vendor bills, reconcile vendor statements, and track due dates and outstanding balances. Prepare vendor payments for owner approval, apply available credits, record approved payments, and resolve billing questions.

Accounts receivable and payment review

Prepare and submit non-warranty invoices and required supporting documents to customers, commercial accounts, and applicable payment portals. Monitor unpaid balances, follow up on overdue invoices, resolve payment discrepancies, and escalate disputes or proposed write-offs. Review AI-generated reconciliation of non-warranty payments and deposits, investigate exceptions, and verify that payments are applied to the correct accounts.

Payroll preparation

Collect and review time records, commission calculations, and other authorized payroll adjustments. Resolve missing or inconsistent information. Prepare payroll for owner approval, submit approved payroll information to the payroll provider, and maintain supporting records.

Vendor portals and insurance documents

Set up and maintain vendor and customer portal accounts, update required business information, upload documents, and follow up on access or submission issues. Request certificates of insurance from the insurance provider, email or upload them as required, and track renewals and outstanding requests.

Reporting and accounting support

Maintain organized records in ServiceTitan, QuickBooks, and supporting systems, including classifying non-standard transactions in QBO. Provide the CPA with complete documentation and resolve transaction questions. Keep the owner informed of overdue receivables, outstanding warranty claims, missing credits, invoice discrepancies, and upcoming payment requirements.

Works alongside: Office Manager
Reports to: President

• Required Qualifications
  
  
  • At least two years of relevant experience in accounting support, bookkeeping, parts administration, or a similar administrative role.

  • Working knowledge of accounts payable and accounts receivable, including processing invoices, applying payments, tracking credits, and following up on outstanding balances.

  • Ability to compare purchase orders, receiving records, invoices, and payments; identify discrepancies; and follow through until they are resolved.

  • Experience using accounting or business-management software and the ability to learn new systems and online portals.

  • Proficiency with spreadsheets, including basic formulas, sorting, filtering, and maintaining accurate tracking records.

  • Strong organizational skills and attention to detail, with the ability to manage recurring deadlines and multiple outstanding tasks.

  • Professional written and verbal communication skills when working with customers, vendors, manufacturers, and coworkers.

  • Ability to work independently, document progress, and recognize when an issue requires management involvement.

  • Sound judgment and discretion when handling payroll, employee information, and company financial records.

• Preferred Qualifications
  
  
  • Experience with ServiceTitan , particularly purchase orders, inventory, invoices, payments, and reporting.

  • Familiarity with home-services businesses , including how service calls, technician assignments, parts ordering, repairs, and billing connect.

  • Experience in appliance repair, HVAC, plumbing, electrical, or a related service industry.

  • Experience ordering parts, tracking backorders, processing returns, and obtaining vendor credits.

  • Experience submitting manufacturer warranty claims, correcting rejected claims, and reconciling warranty payments.

  • Working knowledge of QuickBooks Online.

  • Experience preparing payroll, reviewing time records, and calculating commissions; familiarity with ADP TotalSource or Workforce Now.

  • Experience maintaining inventory records and performing physical inventory counts.

  • Familiarity with vendor onboarding, customer payment portals, and requesting or tracking certificates of insurance.

  • Comfort using automation and AI-assisted tools while independently checking results and resolving exceptions.

• A college degree or accounting certification is not required. Relevant experience, accuracy, organization, and consistent follow-through are the primary qualifications.

Benefits:

• Paid vacation, sick and personal time
• Health & Dental Insurance
• 10 paid holidays
• 401K

Hours:

• Monday - Friday
• 8 am - 4:30 pm