Parts & Warranty Specialist

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

Overview :

Air Control Concepts is more than just a collection of firms, we are a community of forward-thinking experts committed to excellence, innovation, and collaboration. With a focus on commercial HVAC representation, we bring together esteemed entities from diverse regions, each boasting decades of invaluable experience.

We understand that success in the HVAC industry goes beyond individual accomplishments. That's why we believe in the power of unity and collaboration. By leveraging our collective assets, knowledge, and resources, we empower our member firms to deliver unparalleled service, safety, and efficiency to clients across healthcare, commercial, and residential sectors. This position is with one of our operating companies Hobbs & Associates Inc. Check out their website here : Hobbs & Associates

Summary :

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