Warranty Specialist

Job Description

Job Description

The Warranty Specialist is responsible for administering and processing warranty claims for Trane, American Standard, Mitsubishi, and other approved manufacturers and vendors. This position serves as the central point of coordination between branches, Territory Managers, dealers, and manufacturers to ensure warranty claims are submitted accurately, due parts are recovered timely, and reimbursement opportunities are maximized. The Warranty Specialist manages a high volume of claims while maintaining strict compliance with manufacturer requirements, tracking part returns, resolving claim discrepancies, and minimizing financial exposure resulting from unreturned parts or rejected claims. Success in this role requires exceptional attention to detail, strong organizational skills, technical proficiency across multiple warranty platforms, and the ability to work effectively in a fast-paced environment.

Essential Responsibilities

• Process and administer warranty claims for Trane, American Standard, Mitsubishi, and other approved manufacturers and vendors. 
• Review warranty submissions for accuracy, completeness, and compliance with manufacturer requirements prior to claim submission. 
• Manage multiple warranty claim queues simultaneously while meeting vendor deadlines and internal service expectations. 
• Utilize the Warranty Management System (WMS) to file, update, monitor, and research warranty claims. 
• Track and manage "due parts" requirements for warranty claims and maintain accurate records within ANET and other tracking systems. 
• Monitor due-part return timelines and initiate dealer billing procedures when parts are not returned within established manufacturer deadlines. 
• Coordinate with branch personnel, dealers, Territory Managers, and manufacturers to resolve claim discrepancies, documentation issues, and missing information. 
• Communicate warranty claim statuses, return material requirements, and billing actions to internal and external stakeholders. 
• Research denied claims and pursue corrective actions or resubmissions when appropriate. 
• Maintain detailed records of warranty transactions, part returns, credits, and dealer communications. 
• Navigate and utilize manufacturer portals including Trane.com, ComfortSite, ASDealerNet, and other vendor-specific claim systems. 
• Process and administer secondary vendor warranty claims, including but not limited to Aprilaire, Aspen, Tutco, RectorSeal, RGF, Honeywell, and other supplier programs. 
• Reconcile warranty claim activity and ensure proper documentation is retained to support audits and manufacturer inquiries. 
• Monitor warranty reimbursement activity and identify opportunities to improve claim recovery rates and reduce financial losses. 
• Maintain current knowledge of manufacturer warranty policies, procedures, and program changes. 
• Generate reports and provide updates regarding warranty claim volumes, outstanding due parts, claim aging, and recovery performance. 
• Support cross-functional administrative initiatives and provide operational assistance as business needs require.

Skills and Competencies:

• Strong communication and interpersonal skills
• Excellent customer service skills
• Ability to multi-task and manage time effectively
• Proficiency using CRM software and Microsoft Office Suite
• Strong organizational skills and attention to detail
• Knowledge of HVAC system and products is an advantage

Technical Skills and Systems:

• Warranty Management System (WMS) 
• Solar Eclipse ERP 
• Microsoft Office Suite 
• AE NET (SharePoint-based tracking platform) 
• Trane.com 
• ComfortSite 
• ASDealerNet 
• Vendor-specific warranty claim portals
• Adobe

Join a Legacy of Excellence at Air Engineers

Air Engineers proudly serves as the longest-standing independent Trane Technologies distributor in the United States. Headquartered in Birmingham, Alabama, with four offices across Alabama and six in Florida we bring top-tier HVAC solutions to the communities we serve.

As a legacy Mitsubishi partner and a rapidly growing provider of Parts and Supplies, Air Engineers continues to evolve and innovate in service delivery. Our success is built on a foundation of deep industry expertise and a commitment to excellence.

What truly sets us apart? Our people and our culture. As a 3rd-generation, 100% family-owned company, we believe that when our team thrives, our customers do too. Our culture is rooted in five core values:

• Family
• Attitude
• Passionate
• Dependable
• Fun

These values drive everything we do, from how we support our employees to how we serve our dealer clients with creativity, care, and consistency.

If you're looking to be part of a company with a rich history, a vibrant culture, and a clear vision for the future, we’d love to connect. Let’s build something great together.