Warranty Administrator / Procurement Specialist - Commercial HVAC/R

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. #LI-JM3