Benefits:

401(k)

Company parties

Competitive salary

Dental insurance

Health insurance

Paid time off

Training & development

Parts & Warranty Coordinator Pro-Serv Food Equipment (Pro-Serv Facility Solutions) – New Bern, NC

Position Overview

The Parts & Warranty Coordinator will work in the office supporting our field service team by identifying and verifying parts, working with manufacturers and vendors, and managing warranty status and documentation. This role frees our technicians to stay in the field while ensuring we order the right parts the first time and capture every possible warranty opportunity.

Compensation

Proposed pay range: $22-$25 per hour to start, depending on experience and demonstrated capability.

Employment type: Fu-ll-time, hourly

Schedule: Standard business hours, with some flexibility as needed to support the service team.

Key Responsibilities

Look up and verify correct part numbers for service calls, quotes, and internal requests.

Use manufacturer websites, parts portals, and technical documents to identify OEM and approved replacement parts.

Contact manufacturers and vendors by phone and email to:

Confirm part numbers, availability, and lead times

Verify warranty status and coverage

Obtain technical or compatibility information when needed

Document parts research and warranty decisions clearly in our service software and/or NetSuite (or equivalent).

Track serial numbers, model numbers, and installation dates to determine warranty eligibility.

Submit warranty requests or pre-approvals to manufacturers following their processes and requirements.

Maintain organized records of warranty claims, approvals, denials, and credits.

Communicate clearly with technicians and dispatch regarding:

Correct parts to order

Warranty coverage and any special instructions

Backorders, substitutions, and alternative options

Help reduce parts ordering errors, returns, and repeat truck rolls through accurate research.

Build and maintain an internal reference library (cheat sheets, part cross-references, common issues by model).

Assist with purchase order creation and follow-up with vendors on open orders as needed.

Support office operations with related administrative tasks when workload allows.

Qualifications

Prior experience in parts, service coordination, or a related office role (HVAC/R, foodservice equipment, automotive, or industrial preferred but not required).

Strong attention to detail and ability to follow a part or serial number trail accurately.

Comfortable using web-based portals, email, and office software daily.

Professional communication skills on the phone and in writing when dealing with manufacturers, vendors, and technicians.

Ability to manage multiple open requests and prioritize based on urgency and job impact.

Willingness to learn equipment, models, and common parts used in commercial HVAC/R and foodservice equipment.

Self-starter mindset with the ability to work independently once trained.

Performance Expectations

High accuracy rate on part number verification and ordering.

Timely response to technician and dispatcher requests during the workday.

Consistent follow-through on manufacturer and vendor communications.

Measurable impact on:

Reduced repeat service visits due to incorrect parts

Increased capture of warranty-covered repairs

Faster turnaround from diagnosis to parts ordered