Warranty Administrator / Procurement Specialist - Commercial HVAC/R

Helios HVACR Services ‚Ä¢ Maitland, Florida ‚Ä¢ Full Time

Posted on Wed, May 13, 2026

Position Overview Helios is seeking a highly organized, detail-oriented Warranty Administrator / Procurement Specialist to support our growing purchasing and warranty operations team. This role is critical to helping our field teams execute quickly while ensuring warranty claims, vendor coordination, parts ordering, credits, and procurement processes are handled accurately and efficiently. The ideal candidate understands urgency, can manage multiple priorities at once, communicates well with technicians and vendors, and thrives in a fast-paced operational environment. This is not a passive administrative role. We are looking for someone who can problem solve, take ownership, and help bring structure and accountability to a rapidly growing national operation. Key Responsibilities Warranty Administration

Process and manage HVACR equipment and parts warranty claims
Coordinate with manufacturers, distributors, and field teams on warranty approvals and returns
Track warranty claim status, credits, replacement parts, and open balances
Research duplicate invoices, freight discrepancies, and vendor billing issues
Ensure work order documentation supports warranty recovery
Maintain organized tracking and follow-through on all warranty activity

Procurement / Purchasing Support

Issue and manage purchase orders
Coordinate parts ordering, shipping, receiving, and staging logistics
Support field teams with urgent procurement needs
Validate pricing, freight, and approvals against quotes and work orders
Assist with vendor follow-up, backorders, returns, and credits
Support inventory and truck stock processes where needed
Work cross-functionally with Purchasing, AP, Dispatch, Client Management, and Operations leadership

Operational Excellence

Maintain accurate documentation and communication within company systems
Follow established SOPs while helping identify process improvement opportunities
Support reporting, tracking, and operational follow-up
Help reduce invoice leakage, duplicate billing, and purchasing errors

Qualifications

2+ years of purchasing, procurement, warranty administration, AP support, or HVACR operational support experience preferred
Experience in HVACR, construction trades, facilities services, mechanical contracting, or field service industries strongly preferred
Strong organizational skills and attention to detail
Ability to prioritize urgent issues while managing routine workflows
Comfortable working with vendors, technicians, and operational leaders
Strong written and verbal communication skills
Experience with ERP/work order systems preferred
Proficient in Microsoft Office, especially Excel and Outlook

What Success Looks Like

Warranty claims are processed accurately and followed through to completion
Parts are ordered correctly and quickly
Vendors receive timely follow-up
Field teams trust you to help solve problems
Duplicate invoices, missed credits, and purchasing errors decrease
Processes become more organized, scalable, and reliable

Why Helios

Fast-growing national platform
Strong operational culture
Opportunity to help build and improve processes
Exposure to field operations and leadership
Team-oriented environment with real impact
Career growth opportunities as the organization scales

Helios HVAC/R Services LLC determines compensation based on the cost of labor across several US geographic markets. Pay is based on a number of factors including market location, job-related knowledge, skills, and experience.

* Helios is an equal opportunity employer. The company provides equal opportunity to qualified persons without regard to race, color, creed, religion, sex, national origin, age, disability, medical condition, genetic characteristics, veteran status, citizenship, ancestry, marital status, gender, or any other characteristic protected by federal, state, or local law. This nondiscrimination policy extends to all terms, conditions, and privileges of employment.

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