Warranty Purchasing Admin Associate

TurnPoint Services; Florida; On-site; USD 40,000 - 54,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) with company match

PTO and paid holidays

Life and disability insurance

Job summary

Ellington Air Conditioning, now part of TurnPoint Services, seeks a Warrant Administrative Associate in Florida. You will organize HVAC projects, enter data for equipment, warranties, permits and inspections, and support team accuracy and accountability.

You will purchase HVAC equipment, manage orders, track warranties, and maintain records, while coordinating with service managers, install teams, and vendors. A background in billing/AR and Office/CRM tools is preferred.

Qualifications

• Experience in billing, accounts receivable, or similar administrative role.
• Solid understanding of accounting basics and numbers.
• Strong communication, organization, and time-management skills.
• Proactive, problem-solving mindset with ability to multitask.
• Proficiency in Microsoft Office and CRM software.

Responsibilities

• Purchase HVAC equipment, parts, and materials for service and install jobs.
• Verify specifications, pricing, quantities, and delivery dates.
• Coordinate purchasing with service managers and technicians.
• Maintain purchase orders and track orders through delivery.
• Resolve backorders, incorrect shipments, and damaged materials.
• Maintain vendor relationships and obtain competitive pricing.
• Follow purchasing approval procedures.
• Maintain accurate equipment and warranty records.
• Submit and track manufacturer warranty claims.
• Coordinate defective parts returns and replacement equipment.
• Track outstanding warranty claims, credits, and reimbursements.
• Ensure warranty documentation is complete and accurate.
• Monitor inventory levels and coordinate replenishment needs.
• Verify materials are received and assigned to jobs/departments.
• Assist with inventory counts and investigate discrepancies.
• Maintain purchasing records, invoices, and vendor credits.
• Provide updates on delayed orders and pending credits.
• Identify opportunities to reduce purchasing costs and waste.

Skills

Organization skills

Billing / AR experience

Communication skills

Independent work

MS Office & CRM

Tools

ServiceTitan

Job description

Brand Overview

Ellington Air Conditioning has been keeping Florida families comfortable for years, with a reputation for fast, reliable service. Trusted across Rockledge and beyond, Ellington AC is known for excellence in customer care and technical skill. Now part of TurnPoint Services, Ellington employees gain access to mentorship, training, and career mobility across 62 brands nationwide. At Ellington, we believe in investing in people as much as in technology. Join Ellington AC — where Florida comfort builds lasting careers.

Role Overview

As a Warrant Administrative Associate – you will play a key role in keeping our HVAC and Electrical projects organized and on track. In this role, you’ll ensure that all equipment and installation data is entered accurately and on time, helping our teams deliver exceptional service and ensuring customers receive proper warranty coverage, permits, and inspections. Your accuracy and commitment to reliable recordkeeping will keep our managers and technicians moving efficiently, knowing every project detail is documented and up to date. This position is perfect for someone who thrives on organization, precision, and supporting a team that values quality and accountability.

What You Bring

• You’re a highly organized, motivated professional who takes pride in accuracy and follow-through.
• You bring previous experience in billings, accounts receivable, or a similar administrative role. A solid understanding of accounting basics helps you navigate numbers with confidence and precision.
• You’re known for your strong communication, organization, and time-management skills, thriving in a fast-paced, rewarding environment where multitasking is key.
• Working Independently, you stay calm under pressure, and bring a proactive, problem-solving mindset to every challenge.
• Proficiency in Microsoft Office and CRM software allows you to stay efficient and connected, while your keen attention to detail ensures nothing slips through the cracks.

Key Responsibilities

Purchasing & Procurement

• Purchase HVAC equipment, parts, and materials for service and installation jobs.
• Verify equipment specifications, pricing, quantities, and delivery dates.
• Coordinate purchasing needs with service managers, installation teams, technicians, and dispatch.
• Maintain purchase orders and track orders through delivery.
• Resolve backorders, incorrect shipments, and damaged materials.
• Maintain vendor relationships and obtain competitive pricing.
• Follow company purchasing approval procedures.

Warranty Administration

• Maintain accurate equipment and warranty records.
• Submit and track manufacturer warranty claims.
• Coordinate defective parts returns and replacement equipment.
• Track outstanding warranty claims, credits, and reimbursements through resolution.
• Ensure warranty documentation is complete and accurate.
• Report recurring equipment issues and unresolved claims to management.

Inventory & Administration

• Monitor inventory levels and coordinate replenishment needs.
• Verify materials are properly received and assigned to the correct job or department.
• Assist with inventory counts and investigate discrepancies.
• Maintain accurate purchasing records, invoices, and vendor credits.
• Provide updates on delayed orders, outstanding claims, and pending credits.
• Identify opportunities to reduce purchasing costs, waste, and unnecessary freight charges.

Qualifications

• High school diploma or equivalent.
• Experience in HVAC purchasing, inventory, or warranty administration preferred.
• Knowledge of HVAC equipment, parts, and manufacturers preferred.
• Proficiency in Microsoft Office and business management software.
• ServiceTitan experience is a plus.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities and meet deadlines.

Why You'll Love Working Here

• Comprehensive Benefits: Medical, dental, and vision coverage; a 401(k) plan with company match; paid parental leave; PTO; company-paid holidays; life and disability insurance; accident, critical illness, and hospital indemnity coverage; and access to voluntary benefits such as pet insurance and identity/fraud protection - everything you need to support yourself and your family.
• Real Growth Opportunities: With more than 60+ strong local brands behind you, you’ll have the chance to grow your skills, take on new responsibilities, and build a long-term career.
• A Culture with Heart: We lead with teamwork, respect, and integrity. Every voice matters, and every contribution fuels our shared success.
• Purpose-Driven Work: Every role — in the field, office, or leadership — makes a real impact by helping families and communities stay safe and comfortable.
• Competitive Rewards: Strong pay, solid benefits, and recognition programs designed to celebrate craftsmanship, commitment, and exceptional performance.
• Clear Career Paths: From apprentice and entry-level roles to expert technicians, office leaders, and GMs — you’ll always know where you can grow next.
• Training & Development: Hands-on technical instruction, leadership pathways, and continuous learning through our Apprenticeship Academy and brand-level coaching.
• Modern Tools & Technology: Advanced diagnostics, digital tools, and quality equipment that help you work safer, smarter, and more efficiently.
• Safety First: A safety-first mindset built into every process so you go home safely every day.
• Inclusive & Supportive Environment: We welcome all backgrounds and empower every employee to bring their best.
• Stable & Reliable: The strength of a national platform with the trust of long-standing local brands means your career is secure and supported.
• Community Impact: Your work strengthens local neighborhoods and supports families in meaningful, practical ways.

EEO Statement

Equal Opportunity Employer

We are an Equal Opportunity Employer. All applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, or other status protected by applicable federal, state, or local law.