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Accounting and Warranty Administrator

Below is a job description for this position. 

JOB TITLE:       Accounting and Warranty Administrator

FLSA STATUS: Non-Exempt

SUMMARY:

The Accounting and Warranty Administrator is responsible for a variety of accounting and warranty tasks. This position provides support by performing general accounting functions such as: data entry, billing, credit memos, customer/vendor maintenance, credit card processing, posting data, etc. This position processes all warranty claims, creating positive customer interaction, and ensuring timely completion of all warranty requests to customer satisfaction.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The requirements listed below are representative of the knowledge, skill, and/or ability, and physical demands required.

  • Fosters and maintains excellent relationships with customers and vendors.

  • Verifies accuracy of billing data and revises any errors.

  • Prepares and emails branch (Parts, Service, Controls, RECON, etc.) bills and/or invoices for internal and external customers.

  • Creates job invoices, drop ships, and backup order entry to ensure timely completion of projects.

  • Accounting functions for the stock/distribution of parts and billing.

  • Investigates and resolves discrepancies in accounting records.

  • Answers mail and/or telephone inquiries regarding branch accounting issues.

  • Updates customers and vendors in the FACTS system to ensure appropriate records.

  • Provides administrative support to the different managers, as needed.

  • Obtains any needed warranty or customer authorization prior to working on units including taking of pictures, faxing in for authorization or any/all procedures as prescribed in the manufacturer's warranty policy & procedure manuals.

  • Prepares warranty claims for processing, tracks progress of claims within the timelines set.

  • Contacts customers as needed to schedule appointments for special order parts.

  • Follows up on open issues for resolution as best practice of Company.

  • Maintains a “Customer First” attitude always.

  • Performs all other duties as assigned.
     

COMPETENCIES:

  • ​Work Quality- Puts in effort that consistently achieves desired outcomes with a minimum of avoidable errors and problems. Attention to detail is critical.

  • Customer Focus- Dedicated to meeting the expectations and requirements of internal and external customers. Gets first-hand customer information and uses it for improvements in products and services. Acts with customers in mind. Establishes and maintains effective relationships with customers and gains their trust and respect.

  • Time Management- Uses time effectively and efficiently. Values time. Concentrates efforts on the more important priorities. Gets more done in less time than others. Can attend to a broader range of activities.

  • Communication- Ability to communicate orally and in writing, with clarity and good effect. Understands clearly and quickly when instructions or orders are received. Uses judgment about what information is important and what is not, and what should be communicated, how, to whom and when.

  • Organization- Marshals resources (people, funding, material, support) to get things done. Can orchestrate multiple activities at once to accomplish a goal. Uses resources effectively and efficiently. Arranges information and files in a useful manner. Ability to work under pressure to meet set goals, budgets and deadlines.

  • Problem Solving- Solves difficult problems with effective solutions.
     

QUALIFICATIONS:

  • ​Education and/or Experience- High school diploma or general education degree (GED). 2-3 years’ general accounting or bookkeeping experience required. 1-2 years’ customer service experience preferred. General knowledge of HVAC product installation activities a plus.

  • Language Skills- Ability to read, analyze, and interpret documents in English. Ability to respond to common inquiries or complaints from customers. Ability to interact clearly and effectively, in both written and oral communication, with supervisor, customers, co-workers, vendors, etc.

  • Computer Skills- To perform this job successfully, an individual should be proficient in personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, etc. This role requires a strong level of knowledge of Microsoft Office. FACTS experience is a plus.
     

PHYSICAL DEMANDS:

While performing the duties of this job, the individual must be able to remain in a stationary position for 90 percent of the time while operating their computer and performing office work. The individual needs to occasionally move about inside the office. They constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, fax machine, and computer printer. They must be able to exchange accurate information with customers and others in the office while interacting. The employee must regularly lift and /or move up to 15 pounds and occasionally lift and/or move up to 25 pounds. The individual must be capable of reviewing their work for errors and make adjustments as necessary.

WORK ENVIRONMENT:

The noise level in the work environment is usually low to moderate. The individual frequently works in a controlled climate.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

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.

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