Parts Warranty and Data Administrator

CFM; Quinte West; On-site; CAD 47,000 - 63,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) company match

Tuition Reimbursement

Disability insurance

Life insurance

Paid Time Off & Holidays

Volunteer Hours

Parental leave

Job summary

CFM Company is seeking a Parts Warranty and Data Administrator to support warranty processing, data integrity, and reporting in a fast-paced environment. The role emphasizes accurate data entry, records maintenance, and collaboration with multiple departments.

The successful candidate will verify warranty requests, manage logs and credits, file claims, and produce reports while maintaining confidentiality and data quality across the organization.

Qualifications

• High school diploma or GED required or equivalent.
• Experience with HVAC warranty processes preferred.
• Familiarity with inventory and data entry systems (Zendesk) is a plus.

Responsibilities

• Verify and validate incoming warranty requests.
• Maintain warranty activity logs in Zendesk.
• Manage collection/return of defective components.
• Monitor credits and oversee billable warranty charges.
• File electronic warranty claims with manufacturers.
• Enter and verify data across company databases.
• Generate reports and respond to internal information requests.

Skills

Computer skills

HVAC parts background

HVAC warranty experience

Education

High school diploma or GED

Tools

Zendesk

Job description

Since 1971, CFM Company has been delivering high-performance HVAC and sheet metal solutions across Colorado and Eastern Wyoming. We represent top-tier manufacturers and support our customers through every stage—from system design and selection to logistics, installation, and beyond. Our team is built on relationships, driven by service, and committed to doing the job right.

If you’re ready for what’s next, we’re excited you found us. At CFM, you’ll be part of a company that combines deep local roots with the backing of a national network—giving you the tools to grow, the freedom to take on new challenges, and the chance to make a lasting impact in the communities we serve. We review every application carefully and appreciate your interest in growing your career with our team.

Parts Warranty and Data Administrator

Responsibilities

• Responsible for verifying and validating incoming warranty requests.
• Maintains active log of warranty activity in Zendesk organizational application, including all correspondence with the customer and/or manufacturer.
• Administrates collection and return of all manufacturer required defective components.
• Administrates inventory items used for warranty purposes and ensures proper stock replacement practices are utilized.
• Monitors pending credits due from the manufacturer.
• Oversees billable warranty charges.
• Files electronic warranty claims with the manufacturer.
• Exhibits strong organizational and customer service skills.
• Maintains an ethical relationship between the end customer and the manufacturer to ensure both parties interests are protected.
• Enter customer, vendor, inventory, information into company databases and systems.
• Verify data accuracy and correct errors or inconsistencies.
• Review source documents for completeness and accuracy before entry.
• Maintain electronic and paper records in an organized manner.
• Update existing records and databases as new information becomes available.
• Generate reports and spreadsheets as requested by management.
• Respond to internal requests for information and documentation.
• Perform regular data quality audits to ensure database integrity.
• Maintain confidentiality of sensitive company and customer information.
• Collaborate with other departments to obtain missing or corrected data.
• Meet established productivity and accuracy goals.

The Required Profile

• High school diploma or GED equivalent. HVAC Warranty experience preferred.
• Computer skills are essential, HVAC Parts background is preferred
• HVAC, Mechanical Contracting, Engineering or Construction industry experience a plus.

Other Skills/Abilities

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Environmental Requirements

Will be required to work in an office environment and possibly, occasionally in the field.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Compensation Range

$24-$32 per hour

Placement within the range will depend on relevant experience, qualifications, level of responsibility, internal equity, and the budgeted amount for the position.

Why CFM?

• Medical Insurance, Dental Insurance, Vision Insurance
• 100% company match on 401(k) contributions, up to 6% of pay.
• Tuition Reimbursement
• Company-paid Disability insurance (short-term and long-term)
• Company-paid group life insurance
• Paid Time Off & Holidays
• Volunteer Hours
• Employee-paid supplemental insurance options
• Employee Assistance Program (EAP)
• FSA, HSA and commuter benefits options
• Paid parental leave
• Career growth and learning
• …and so much more!

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.

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.