Service Agreement Warranty Administrator at Hoffman & Hoffman Inc

Charlotte, North Carolina, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Feb, 26

Salary

0.0

Posted On

12 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Customer Service, Bookkeeping, Communication, Organization, Attention to Detail, Collaboration, Problem Solving, Time Management, Data Entry, HVAC Knowledge, Service Agreements, Warranty Management, Sales Coordination, Report Preparation, Technical Support

Industry

Construction

Description

Job Title: Service Agreement Warranty Administrator FLSA Status: Full Time, Non-Exempt, eligible for overtime Reports to: Service Agreement Manager Position Purpose: Provide administrative support for Service Agreement Manager by setting up 12-Month Construction Warranties and FYLW (First Year Labor Warranties). Manage the WIP for all warranty WOs. Work with Sales and Operations teams regarding converting Warranties to Service Agreements, including contacting customers prior to warranty expiration. Back up for Service Agreement Administrators and Service Agreement Assistants. Assist with the day-to-day office operations, as needed. Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration. Hoffman Mechanical Solutions, a division of Hoffman & Hoffman, Inc., is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service. Essential Duties and Responsibilities: Manage non-key customers Set up and invoice 12-month construction warranties and FYLWs. Set up amortization schedule, billing schedule, sites and equipment information. Maintain WIP at (2) weeks for completed warranty Work Orders. Meet monthly with all branch locations to review warranty Work-In-Progress (WIP) and analyze the WARR to SA report. Collaborate with Sales and Operations to determine whether equipment has been added to a Service Agreement or if outreach to the customer is needed to propose a new Service Agreement. Prepare and send customer correspondence and follow up as needed. Back-up Service Agreement Administrator with New agreements, renewals and SA Workbooks. Back-up Service Agreement Assistant with WIP, full reports, and manpower reports. Assist Service Agreement Manager as needed with reports and special projects. Answer/transfer inbound calls. Assist remote employees with access to field information. Update notes and contact information in ViewPoint. Interact with both internal and external customers. Provide information when needed that can be used for managerial reports, financial statements, strategic planning and decision making. Perform basic bookkeeping services (setting up new customers, sites, vendors, processing inspection reports, etc). Prepare extract and organize, information in digital form. Less than 10% travel to customer sites Other tasks as required by management Education and Experience: Post Secondary degree preferred 3+ years of work experience in a related field or in administrative/clerical and the drive to learn Mechanical service/HVAC industry experience preferred Service management or accounting system experience a plus Job Expectations Arrives for work on time and begins to work immediately Communicate effectively and clearly both verbally and written Perform work accurately and thoroughly Dependable and trustworthy Utilize the available time to organize and complete work within given deadlines and to take constructive advantage of idle periods Build and maintain strong working relationships with customers and co-workers by communicating clearly and professionally. Keep work area neat and organized Prior to scheduled time off, completes all work including last-minute incoming mail and scheduling needs Earns and maintains the confidence of customers, service technicians, sales engineers, other sales teams, co-workers, and manufacturers Displays enthusiasm and desire to get the job done promptly and accurately Understands that interaction with service technicians and customers will be critical Detailed oriented and able to identify order inconsistencies, errors and omissions Physical Demands Standing: Occasionally Walking: Occasionally Sitting: Frequently Handling/Fingering: Frequently Reaching Outward: Frequently Bending: Frequently Pushing/Pulling 12 lbs or less: Frequently Lifting/Carrying 10 lbs or less: Frequently Lifting/Carrying 11-20 lbs: Occasionally Reaching Above Shoulder: Occasionally Squatting/Kneeling: Occasionally Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. We are 100% employee-owned through an Employee Stock Ownership Plan (ESOP). This is a retirement benefit for our employees that is wholly paid for by the company in addition to 401(k) options for employee contributions. There are approximately 7,000 ESOPs in the United States, governed by the IRS and the U.S. Department of Labor. Research indicates that ESOP companies tend to grow faster in sales and employment. ESOP employees tend to have 2.2 times as much in retirement savings as employees in traditional companies. This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc.

Responsibilities

The Service Agreement Warranty Administrator provides administrative support to the Service Agreement Manager by managing warranties and collaborating with sales and operations teams. This role includes invoicing, maintaining work-in-progress reports, and assisting with customer outreach.