Warranty & Claims Administrator

Pay: Competitive and based on experience

Join the Mechanical Concepts Team

Mechanical Concepts LLC is a growing leader in commercial HVAC equipment, service, and solutions, serving customers throughout Louisiana, East Texas, Southwest Arkansas, and Mississippi.

We are looking for an organized, detail-oriented Warranty & Claims Administrator to join our team. This position plays an important role in supporting our service, parts, and equipment sales departments while ensuring warranty and freight claims are processed accurately and efficiently.

• What We Offer

Competitive Pay | ️ 40 Hours Guaranteed | ️ Paid Vacation | Earned PTO | 8 Paid Holidays | Medical, Dental & Vision | 401(k) Match | Profit Sharing

Position Summary

The Warranty & Claims Administrator is responsible for reviewing, processing, submitting, and tracking manufacturer warranty claims, freight damage claims, and contractor product claims.

This position works closely with manufacturers, customers, technicians, and internal departments to verify warranty coverage, coordinate claim documentation, resolve outstanding issues, and ensure timely processing in accordance with manufacturer requirements.

Responsibilities

• Review, process, and submit warranty claims accurately and in accordance with manufacturer guidelines and policies.
• Monitor claim status and follow up with manufacturers to resolve outstanding issues, delays, or discrepancies.
• Maintain detailed records of warranty claims, including parts, labor, claim status, and supporting documentation.
• Verify warranty coverage and explain applicable terms, conditions, and requirements to customers.
• Coordinate with service, parts, and equipment sales departments to support timely warranty repairs and claim resolution.
• Track and order warranty replacement parts as needed to minimize service delays.
• Stay current with manufacturer warranty bulletins, policy changes, and claim submission procedures.
• Assist internal departments with warranty-related questions, documentation, and claim issues.
• Communicate professionally with customers, technicians, contractors, and manufacturers throughout the claims process.
• Process freight claims for damaged shipments, including required documentation and follow-up.
• Process contractor claims involving damaged or nonworking products.
• Maintain accurate records for reporting, reconciliation, and audit purposes.
• Perform other related warranty and claims administration duties as assigned.

Qualifications

• Strong proficiency in Microsoft Excel and other Microsoft Office applications.
• Excellent organizational and time management skills, with the ability to manage multiple priorities.
• Previous experience in service administration, warranty processing, or a related administrative role preferred.
• Knowledge of HVAC equipment, parts, repairs, and manufacturer warranty procedures preferred.
• Strong attention to detail and accuracy in processing claims and maintaining records.
• Excellent written and verbal communication skills with a customer-focused approach.
• Ability to collaborate effectively with service, parts, sales, and other departments.
• Strong problem-solving skills and ability to follow through on outstanding claims.
• Dependable, professional, and comfortable working in a fast-paced environment.

Benefits & Perks

Pay & Incentives

Full-time with 40 hours guaranteed each week
Bi-weekly pay and overtime as needed
Performance-based incentive plan
Competitive pay based on experience

️ Paid Vacation

1 to 3 weeks of paid vacation annually as tenure increases
Vacation eligibility and carryover in accordance with company policy

• Earned PTO

Earn 4 hours of PTO per month following the applicable 90-day waiting period
PTO may be used for illness, personal time, appointments, and personal or family emergencies
Earned PTO may be carried over in accordance with company policy

Medical, Dental & Vision

Coverage is available beginning the first day of the month following 30 days of employment.

Mechanical Concepts pays 50% of the medical insurance premium for employee or family coverage.
Dental and vision insurance available.

Retirement & Profit Sharing

401(k) eligibility after 6 months of employment
Company matches 100% of the first 3% contributed, plus 50% of the next 2%
Optional company profit-sharing contribution; historically funded each year since the plan was established

❤️ Company-Paid Benefits

8 Paid Company Holidays
❤️ $20,000 Company-Paid Term Life Insurance
️ Company-Paid Long-Term Disability Coverage – 60% of Salary

️ Career & Culture

Paid Training & Professional Development
Career Growth & Advancement Opportunities
Team-Building Events & Company Functions
‍‍‍ Family-Oriented, Team-Focused Work Environment

Build Your Career with Us

Join an established and growing company that values accuracy, teamwork, customer service, accountability, and professional growth.

Come grow with Mechanical Concepts and build your future with us!

Mechanical Concepts LLC is an Equal Opportunity Employer. We consider all qualified applicants for employment, including individuals with disabilities and protected veterans.