Parts Procurement and Warranty Specialist

Budderfly; Shelton (CT); Hybrid; USD 70,000 - 85,000; Full time

Benefits offered by this job

Career advancement opportunities

Competitive pay

Full benefits package

Team-oriented environment

Job summary

Budderfly, a fast-growing energy management company, is seeking a Parts Procurement and Warranty Specialist to support HVAC and related equipment across its customer portfolio. The role sits at the intersection of field operations, service, vendor relations, and inventory management.

You will coordinate parts requests, verify warranty eligibility, source replacements, and ensure technicians have what they need to keep sites running with minimal downtime, while maintaining records and reporting

Qualifications

• 2+ years of experience in parts coordination or warranty administration.
• Strong organizational skills with experience managing high volumes of claims, orders, or tickets.
• Proficiency with ERP systems (NetSuite, SAP) and Microsoft Excel.

Responsibilities

• Operate as the primary point of contact for internal and external service and installation teams, coordinating parts requests with Budderfly's warehouse, OEMs, parts supply houses, and other distribution channels.
• Identify correct OEM and aftermarket part numbers for failed components using equipment model/serial data, manufacturer documentation, and parts catalogs.
• Process warranty claims for HVAC, refrigeration, lighting, and controls equipment from submission through resolution.
• Coordinate with manufacturers and distributors to confirm warranty coverage, expedite claim approval, and resolve discrepancies.
• Assist with sourcing replacement parts (in or out of warranty), balancing lead time, cost, and site urgency.
• Maintain accurate records of warranty status, claim history, and part substitutions by equipment unit and site.
• Communicate with field technicians to confirm part specifications before ordering, reducing mis-ships and delays.
• Track recurring failure patterns and flag trends to parts and engineering teams.

Skills

Parts coordination experience

Strong organizational skills

Warranty administration

Tools

NetSuite

SAP

Microsoft Excel

Job description

Saving the World! Help Wanted…

Budderfly is a fast-growth, private equity-backed energy management outsourcing company that is committed to reducing global carbon emissions for small to medium sized enterprises. We are the premier sustainability partner for businesses with repeatable footprints such as restaurant chains, assisted living facilities, retail franchises, and more. Budderfly installs, monitors, and manages a combination of patented technologies, equipment upgrades, and proprietary energy software to help deliver complete energy saving solutions for our customers.

Celebrating 5 years on Inc. 5000 America's Fastest-Growing Private Companies list. Recognized in Time Magazine's Best Inventions of 2025. We are an energetic and dedicated team working together to make a positive impact on the environment while providing an excellent customer experience. We are growing quickly and looking to add talented people who are passionate about making the world a better place!

Parts Procurement and Warranty Specialist - Hybrid

The Parts Procurement and Warranty Specialist is responsible for managing the end-to-end process for support parts and warranty claims for HVAC, refrigeration, and other related equipment installed across Budderfly's customer portfolio. This role sits at the intersection of field operations, service (Energy Force), vendor relations, and inventory management — tracking failed components, validating warranty eligibility, sourcing replacement parts, and ensuring field technicians and installation teams have what they need to keep customer sites operational with minimal downtime.

Key Responsibilities

• Operate as the primary point of contact for internal and external service and installation teams, coordinating parts requests with Budderfly's warehouse, OEMs, parts supply houses, and other distribution channels
• Identify correct OEM and aftermarket part numbers for failed components using equipment model/serial data, manufacturer documentation, and parts catalogs
• Partnering with Finance, process and track warranty claims for HVAC, refrigeration, lighting, and controls equipment across manufacturers from initial submission through resolution and reimbursement
• Coordinate with manufacturers and distributors to confirm warranty coverage, expedite claim approval, and resolve discrepancies or denials
• Assist with the sourcing of replacement parts (in or out of warranty), balancing lead time, cost, and urgency of the affected site
• Maintain accurate records of warranty status, claim history, and part substitutions by equipment unit and site
• Communicate with field technicians to confirm part specifications before ordering, reducing mis-ships and installation delays
• Track recurring failure patterns by part number, model, or manufacturer and flag trends to the parts and engineering teams
• Support technician logistics coordination as needed to ensure parts arrive ahead of scheduled service visits
• Maintain organized documentation for audit and reporting purposes (claim turnaround time, recovery rate, cost avoidance)
• Initiate chargeback processes with contractors for equipment not returned to Budderfly or its OEMs in accordance with warranty requirements

Qualifications

Required

• 2+ years of experience in parts coordination, warranty administration, supply chain, or a related field/operations support role
• Strong organizational skills with experience managing high volumes of claims, orders, or tickets
• Proficiency with inventory or ERP systems (e.g., NetSuite, SAP, or similar) and Microsoft Excel
• Excellent written and verbal communication skills for coordinating across vendors, technicians, subcontractors, and internal teams
• Ability to read equipment nameplates, spec sheets, and parts catalogs to identify correct components

Preferred

• Familiarity with HVAC or refrigeration equipment components (compressors, VFDs, control boards, motors)
• Background in field service support, data management
• Experience working with manufacturer warranty portals and claim submission systems

Compensation

$70,000—$85,000 USD

Compensation is based on factors including level of experience, skillset, qualifications, and location.

What We Offer:

• Career advancement opportunities in a fast-growing, supportive company environment
• Competitive pay
• Full benefits package including medical, dental, vison, 401K, life insurance, and disability insurance
• Opportunity to work as part of a team that values its members and works together to achieve positive change.

Budderfly is committed to providing equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, citizenship status, age, national origin, ancestry, disability, veteran status, or any other legally protected status, and to affirmatively seek to advance the principles of equal employment opportunity.

We welcome all job seekers, including those with disabilities. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access the Company's career web page as a result of your disability.