Job Title: Warranty Coordinator

Department: Operations / Customer Service
Reports To: Operations Manager

Position Summary

The Warranty Coordinator is responsible for managing and processing all product warranty claims, ensuring accuracy, timeliness, and compliance with manufacturer policies. This role serves as the primary point of contact between customers, vendors, and internal teams regarding warranty issues, providing exceptional service and maintaining strong relationships that support the company’s reputation for reliability and quality.

Key Responsibilities

• Process and track warranty claims from initiation to resolution in accordance with manufacturer and company procedures.

• Review and verify warranty documentation, including invoices, serial numbers, product details, and proof of purchase.

• Communicate with customers, vendors, and internal departments to gather necessary information and resolve discrepancies.

• Coordinate the return, repair, or replacement of defective products as required.

• Maintain accurate and organized records of all warranty claims and communications.

• Monitor warranty trends and report recurring product issues to management.

• Ensure claims are submitted within required timelines to secure reimbursement from manufacturers.

• Assist in training staff on warranty policies and claim submission procedures.

• Provide timely updates on claim status to customers and internal stakeholders.

• Support inventory and returns teams as needed with product verification and documentation.

Qualifications

Education & Experience:

• High school diploma or GED required; associate degree preferred.

• 2+ years of experience in warranty coordination, customer service, or related administrative role.

• Experience in HVAC/R, plumbing, electrical, or industrial distribution industry preferred.

Skills & Abilities:

• Strong organizational skills and attention to detail.

• Excellent verbal and written communication skills.

• Proficient in Microsoft Office Suite (Excel, Outlook, Word) and ERP systems.

• Ability to manage multiple priorities and meet deadlines.

• Strong problem-solving and analytical skills.

• Customer-focused attitude with professionalism and integrity.

Ascendo is a certified minority owned staffing firm, and we welcome and celebrate diversity. Ascendo is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service or any other characteristic protected by federal, state or local law.

Contact information

Evelyn Johnson