About Us
Data HVAC Solutions is a growing commercial HVAC and mechanical contractor serving Northern Virginia, Washington, DC, and surrounding areas. We specialize in commercial HVAC service, maintenance, repairs, refrigeration, and mechanical systems. We are seeking a highly organized and detail-oriented Parts & Warranty Coordinator to support our service department and help ensure efficient operations.
Position Summary
The Parts & Warranty Coordinator is responsible for sourcing and ordering HVAC parts, managing inventory, processing equipment and parts warranties, coordinating with vendors and manufacturers, and supporting service technicians and project teams. This role is critical to ensuring timely repairs, accurate warranty recovery, and exceptional customer service.
Responsibilities
- Order HVAC parts, equipment, and materials for service and project work
- Research pricing, availability, and lead times from multiple vendors
- Track all open parts orders and provide updates to technicians and management
- Coordinate deliveries and pickups with vendors and suppliers
- Process manufacturer warranty claims for equipment, parts, and labor
- Maintain detailed warranty records and claim documentation
- Follow up with manufacturers on pending warranty reimbursements
- Manage and maintain inventory levels for commonly used service parts
- Receive and verify incoming shipments for accuracy
- Work closely with service dispatch, technicians, project managers, and vendors
- Update ServiceTitan and other internal systems with purchase orders, receipts, and warranty information
- Resolve discrepancies involving orders, shipments, pricing, and invoices
- Assist with vendor account management and relationship building
Required Qualifications
- Minimum 2 years of experience in the HVAC, plumbing, electrical, mechanical contracting, or related service industry
- Previous hands-on ServiceTitan experience required
- Experience ordering HVAC parts, equipment, and materials
- Experience processing manufacturer warranty claims
- Strong understanding of commercial HVAC equipment and components
- Strong organizational and time management skills
- Excellent communication and customer service skills
- Ability to manage multiple priorities in a fast-paced environment
- Proficiency with Microsoft Office (Excel, Outlook, Word)
- Strong attention to detail and problem-solving abilities
Preferred Experience
- Commercial HVAC service industry experience
- HVAC parts procurement and purchasing
- Manufacturer warranty administration
- Inventory management
- Vendor relations and account management
- Service coordination experience
Benefits
- Competitive pay
- Health, Dental, and Vision Insurance
- Life Insurance, Short Term & Long Term Disability
- 401(k) with Company Match
- Paid Time Off
- Paid Holidays
- Company-Sponsored Training and Development
- Opportunities for Advancement
Why Join Data HVAC Solutions?
We are a family-oriented company that values teamwork, accountability, and professional growth. This position offers the opportunity to play a key role in supporting our technicians, customers, and overall service operations while growing your career within the HVAC industry.
Pay: $58,000.00 - $73,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Opportunities for advancement
- Paid time off
- Vision insurance
Work Location: In person
