Parts and Warranty Coordinator
3 days ago
Annapolis Junction
Job Description Job Title: Parts & Warranty Coordinator Job Location: 9015 Junction Drive, Annapolis Junction, MD 20701 Reports to: Aftermarket Business Leader FLSA Status: Exempt This is a FULL-TIME position We are seeking a dynamic, service-driven individual who thrives in working in a fast-paced, relationship-rich environment. In this role, the Parts & Warranty Coordinator will support parts, service & sales teams, and provide effective customer service to team members, customers and factories concerning the details of the project. RESPONSIBILITIES This role is responsible for the following: • Warranty administration:, • Order service parts, • Pursue reimbursements, • Pursue order acknowledgement, • Track shipment from factory, • Facilitate and manage parts returns, • File warranty claims, • Track warranty parts shipments for delivery; communicates directly with customers regarding updates, • Maintain CRM database & spreadsheets, • Maintain accurate records of parts replaced under warranty and details of faulty part · Support the parts department both with counter sales and warehouse management. · Accurately process customer transactions such as providing pricing, quotes, taking orders, or managing returns via our CRM system both in person and via telephone · Generate new and repeat sales by educating customers about products to improve product related sales and customer satisfaction · Proactively recommend items needed by the customer to increase customer satisfaction and improve profitability · Assists in maintaining stock at a level that enables servicing and repair departments to complete work without delay · Keep up to date on manufacturer warranty, policy, and return procedures · Collaborate regularly with Service, Sales & Project Management groups. · Communicate effectively with team members, customers and manufacturing / supplier factories concerning details of project · Track and report manufacturer lead-times · Work & communicate with accounting, customers and manufacturers regarding unpaid invoices · Supports and assists in the accounts receivable collection process for parts and equipment sales REQUIREMENTS The best candidate for this position will meet the following requirements: · Excellent initiative, and interpersonal communications skills and a demonstrated ability to influence others · Ability to prioritize, multi-task, deal with conflict and ambiguity and manage high volume projects · Knowledge of Microsoft Office applications including Word, Excel, PowerPoint, and Outlook · HVAC, Mechanical Contracting, or Construction industry experience preferred COMPETENCIES Strategic Skills - Ability to learn new skills and knowledge. Ability to understand concepts and complexity comfortably. Open to change and will try anything to find solutions. Able to handle uncertainty and make decisions without knowing the whole story Operating Skills - Ability to discern between tasks to determine how best to accomplish goals and organize task/people assignments to get results in a timely way. Ability to figure out processes and simplify them in order to maximize workflow. Behavior Skills - Ability to manage people and situations when conflicts arise. Ability to seize opportunities with the drive to complete goals. Personal and Interpersonal Skills - Ability to establish and grow relationships with customers through effective verbal and written communication. Dedicated to the needs of the customers, manufacturers and peers and has the patience to actively listen to all business partners. Able to solve problems and skillfully negotiate with a minimum of noise while managing stress. Demonstrates integrity and trust through appropriate directness and truthfulness. Ability to understand personal strengths and weaknesses, seek feedback and improve upon shortcomings. Negotiating Skills - Ability to settle differences, compromise or reach agreement while avoiding argument and dispute. Environmental Requirements Will be required to work in an office environment and contribute to the team around you. Physical Demands While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, or crouch. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. As part of the application process at Hobbs & Associates, we ask all candidates to take a brief 10-minute Predictive Index Assessment. The link to the assessment will be emailed to all candidate prior to an initial phone interview. NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization. Benefits: · 401(k) · 401(k) matching · Dental insurance · Health insurance · Health savings account · Life insurance · Paid time off · Vision insurance · EAP · Pet Insurance · STD/LTD · Critical Illness/Accident · PTO · Employee Development Hobbs & Associates, LLC. is an Equal Opportunity Employer Job Type: Full-time Benefits: • 401(k), • 401(k) matching, • Dental insurance, • Flexible schedule, • Health insurance, • Health savings account, • Life insurance, • Paid time off, • Professional development assistance, • Relocation assistance, • Retirement plan, • Vision insurance Ability to Commute: • Annapolis Junction, MD 20701 (Required) Ability to Relocate: • Annapolis Junction, MD 20701: Relocate before starting work (Required) Work Location: In person Company DescriptionAt Hobbs & Associates, our greatest asset is our people. We know that when we invest in our team, everything else falls into place — top-tier service, lasting client relationships, and a company culture built on trust and expertise. Whether you’re an experienced HVAC professional or just starting your journey, you’ll find more than just a job here — you’ll find a long-term career path. We offer hands-on training, growth opportunities, and a work environment where your skills and ideas are valued. From field technicians to office staff, every role plays a vital part in our mission to lead the HVAC industry through innovation, service excellence, and genuine teamwork. If you’re looking for a place where you can make an impact, grow your craft, and be part of something bigger — we’d love to meet you.At Hobbs & Associates, our greatest asset is our people. We know that when we invest in our team, everything else falls into place — top-tier service, lasting client relationships, and a company culture built on trust and expertise.\r\n\r\nWhether you’re an experienced HVAC professional or just starting your journey, you’ll find more than just a job here — you’ll find a long-term career path. We offer hands-on training, growth opportunities, and a work environment where your skills and ideas are valued.\r\n\r\nFrom field technicians to office staff, every role plays a vital part in our mission to lead the HVAC industry through innovation, service excellence, and genuine teamwork.\r\n\r\nIf you’re looking for a place where you can make an impact, grow your craft, and be part of something bigger — we’d love to meet you.