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Rebate and Warranty Coordinator

A07ce0b5 3471 4cb2 9880 5124f9b03fd3 9203186259859 2 · Charlotte, NC, US, Charlotte, NC · Deleted · $24–$27 / hour · ADP Workforce Now Recruiting

Job facts

FieldValue
CompanyA07ce0b5 3471 4cb2 9880 5124f9b03fd3 9203186259859 2
TitleRebate and Warranty Coordinator
Normalized title-
Department / team-
LocationCharlotte, NC, United States
Work model-
Employment type-
Salary$24–$27 / hour
Statusdeleted
ATS providerADP Workforce Now Recruiting
Posted / first seen2026-05-08 / 2026-05-31
Changed / last seen2026-06-05 / 2026-06-03

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Provider filtered searchThe same provider as a filtered job collection.Open
City jobsActive postings in Charlotte.Open
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Linked records

CompanyA07ce0b5 3471 4cb2 9880 5124f9b03fd3 9203186259859 2
Source5527352d-ff08-4921-a36c-55d517bf8436
ATS providerADP Workforce Now Recruiting

Description

Overview The Rebates & Warranties Coordinator is responsible for managing the end-to-end administration of customer rebate and equipment warranty submissions for installed HVAC systems. This role serves as a critical link between Finance, Sales, Operations, and external rebate program administrators to ensure all rebate applications and warranty registrations are submitted accurately, timely, and in compliance with program requirements. The ideal candidate is highly organized, detail-oriented, and proactive in following up on missing information, resolving documentation issues, and monitoring submissions through completion. This person will help drive cash flow, improve customer satisfaction, and support operational efficiency by ensuring rebate payments and warranty registrations are processed without unnecessary delay. Key Responsibilities Rebate Administration Coordinate the full rebate submission process for eligible HVAC installations, including heat pumps, mini-splits, and other qualifying systems. Collect, review, and consolidate all required documentation from internal departments, including Sales, Operations, Accounts Receivable, and other administrative teams. Verify that rebate files are complete, accurate, and consistent with utility and program requirements before submission. Submit rebate applications through utility, manufacturer, and third-party administrator portals in a timely and accurate manner. Track rebate submissions from initial filing through approval, payment, and final reconciliation. Monitor outstanding rebate applications and proactively follow up with utility companies, program administrators, and internal stakeholders regarding application status, deficiencies, denials, or payment delays. Identify and resolve missing, incomplete, or incorrect documentation by coordinating directly with the appropriate internal team members. Maintain detailed records of submissions, payment status, outstanding issues, and resolution steps. Support reporting on rebate pipeline activity, aging, approvals, denials, and cash receipts. Warranty Administration Submit equipment and product warranty registrations for purchased and installed units in accordance with manufacturer requirements and deadlines. Confirm all warranty information is accurate, including model numbers, serial numbers, installation dates, and customer details. Maintain organized warranty records to ensure documentation is accessible for future service needs, claims, or audits. Cross-Functional Coordination Work closely with Sales, Operations, and Finance to ensure timely handoff of required job documentation following installation. Communicate clearly and professionally with internal team members to obtain updates, clarify requirements, and resolve process gaps. Serve as a point of contact for external rebate and warranty-related inquiries as needed. Help establish and maintain consistent internal workflows, checklists, and submission standards to improve accuracy and turnaround times. Process Improvement Identify opportunities to improve efficiency, reduce errors, and streamline rebate and warranty workflows. Assist in the development or use of automation tools, trackers, templates, and standardized processes to support higher-volume submission activity. Recommend process enhancements that improve visibility into status, accountability, and cycle times across departments. Qualifications & Experience Strong organizational skills with the ability to manage multiple tasks, deadlines, and follow-ups simultaneously Exceptional attention to detail and a high degree of accuracy in data entry, documentation review, and submission tracking. Self-starter with the ability to work independently and take ownership of processes from start to finish. Strong verbal and written communication skills, with the ability to work effectively across multiple departments. Proficiency with computers and web-based portals, with the ability to learn utility and manufacturer systems quickly. Prior experience in rebates administration, warranties administration, accounts receivable support, customer operations, or administrative coordination. Knowledge of or interest in the HVAC industry, including heat pumps, ductless mini-splits, and related equipment preferred. Familiarity with utility rebate programs, energy-efficiency programs, or manufacturer warranty processes preferred. Education & Certifications High school diploma or GED required. Core Competencies Organization and follow-through Attention to detail Accountability Problem-solving Communication and collaboration Process discipline Adaptability

Full job record

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Source ID5527352d-ff08-4921-a36c-55d517bf8436
Board ID5527352d-ff08-4921-a36c-55d517bf8436
Provideradp_workforcenow
Provider Job Key998374
TitleRebate and Warranty Coordinator
Normalized Title—
Statusdeleted
Activeno
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Department—
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Employment Type—
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CountryUnited States
RegionNC
CityCharlotte
Salary Raw24 To 27 (USD) Hourly
Salary Min24
Salary Max27
Salary CurrencyUSD
Salary Periodhour
Source URLhttps://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=a07ce0b5-3471-4cb2-9880-5124f9b03fd3&ccId=9203186259859_2&lang=en_US&type=JS&jobId=998374&jwId=9206460863101_1
Apply URLhttps://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=a07ce0b5-3471-4cb2-9880-5124f9b03fd3&ccId=9203186259859_2&lang=en_US&type=JS&jobId=998374&jwId=9206460863101_1
First Seen At2026-05-31 18:30:29Z
Last Seen At2026-06-03 08:45:07Z
Last Checked At2026-06-05 02:36:09Z
Last Changed At2026-06-05 02:36:09Z
Inactive At2026-06-05 02:36:09Z
Source Posted At2026-05-08 19:18:00Z
Source Updated At—
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Extensions
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    "requisitionDescription": "<div><div><div><div><div><div><div><div><p style='margin-top:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;line-height:normal;' data-pasted=\"true\"><strong><span style='font-size:19px;font-family:\"Times New Roman\";'>Overview</span></strong></p><p style='margin-top:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;line-height:normal;'><span style='font-size:16px;font-family:\"Times New Roman\";'>The Rebates &amp; Warranties Coordinator is responsible for managing the end-to-end administration of customer rebate and equipment warranty submissions for installed HVAC systems. This role serves as a critical link between Finance, Sales, Operations, and external rebate program administrators to ensure all rebate applications and warranty registrations are submitted accurately, timely, and in compliance with program requirements.</span></p><p style='margin-top:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;line-height:normal;'><span style='font-size:16px;font-family:\"Times New Roman\";'>The ideal candidate is highly organized, detail-oriented, and proactive in following up on missing information, resolving documentation issues, and monitoring submissions through completion. This person will help drive cash flow, improve customer satisfaction, and support operational efficiency by ensuring rebate payments and warranty registrations are processed without unnecessary delay.</span></p><p style='margin-top:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;line-height:normal;'><strong><span style='font-size:19px;font-family:\"Times New Roman\";'>Key Responsibilities</span></strong></p><p style='margin-top:0in;margin-right:0in;margin-bottom:0in;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;line-height:normal;'><strong><u><span style='font-size:16px;font-family:\"Times New Roman\";'>Rebate Administration</span></u></strong></p><ul style=\"margin-bottom:0in;margin-top:0in;\" type=\"disc\"><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Coordinate the full rebate submission process for eligible HVAC installations, including heat pumps, mini-splits, and other qualifying systems.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Collect, review, and consolidate all required documentation from internal departments, including Sales, Operations, Accounts Receivable, and other administrative teams.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Verify that rebate files are complete, accurate, and consistent with utility and program requirements before submission.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Submit rebate applications through utility, manufacturer, and third-party administrator portals in a timely and accurate manner.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Track rebate submissions from initial filing through approval, payment, and final reconciliation.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Monitor outstanding rebate applications and proactively follow up with utility companies, program administrators, and internal stakeholders regarding application status, deficiencies, denials, or payment delays.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Identify and resolve missing, incomplete, or incorrect documentation by coordinating directly with the appropriate internal team members.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Maintain detailed records of submissions, payment status, outstanding issues, and resolution steps.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Support reporting on rebate pipeline activity, aging, approvals, denials, and cash receipts.&nbsp;</span></li></ul><p style='margin-top:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;'><strong><u><span style='font-size:16px;font-family:\"Times New Roman\";'>Warranty Administration</span></u></strong></p><ul style=\"margin-bottom:0in;margin-top:0in;\" type=\"disc\"><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Submit equipment and product warranty registrations for purchased and installed units in accordance with manufacturer requirements and deadlines.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Confirm all warranty information is accurate, including model numbers, serial numbers, installation dates, and customer details.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Maintain organized warranty records to ensure documentation is accessible for future service needs, claims, or audits.&nbsp;</span></li></ul><p style='margin-top:0in;margin-right:0in;margin-bottom:0in;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;line-height:normal;'><strong><u><span style='font-size:16px;font-family:\"Times New Roman\";'>Cross-Functional Coordination</span></u></strong></p><ul style=\"margin-bottom:0in;margin-top:0in;\" type=\"disc\"><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Work closely with Sales, Operations, and Finance to ensure timely handoff of required job documentation following installation.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Communicate clearly and professionally with internal team members to obtain updates, clarify requirements, and resolve process gaps.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Serve as a point of contact for external rebate and warranty-related inquiries as needed.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Help establish and maintain consistent internal workflows, checklists, and submission standards to improve accuracy and turnaround times.&nbsp;</span></li></ul><p style='margin-top:0in;margin-right:0in;margin-bottom:0in;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;line-height:normal;'><strong><u><span style='font-size:16px;font-family:\"Times New Roman\";'>Process Improvement</span></u></strong></p><ul style=\"margin-bottom:0in;margin-top:0in;\" type=\"disc\"><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Identify opportunities to improve efficiency, reduce errors, and streamline rebate and warranty workflows.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Assist in the development or use of automation tools, trackers, templates, and standardized processes to support higher-volume submission activity.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:4.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:15px;font-family:\"Times New Roman\";'>Recommend process enhancements that improve visibility into status, accountability, and cycle times across departments.&nbsp;</span></li></ul><p style='margin-top:0in;margin-right:0in;margin-bottom:0in;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;line-height:normal;'><strong><span style='font-size:19px;font-family:\"Times New Roman\";'>Qualifications &amp; Experience</span></strong></p><ul style=\"margin-bottom:0in;margin-top:0in;\" type=\"disc\"><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Strong organizational skills with the ability to manage multiple tasks, deadlines, and follow-ups simultaneously</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Exceptional attention to detail and a high degree of accuracy in data entry, documentation review, and submission tracking.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Self-starter with the ability to work independently and take ownership of processes from start to finish.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Strong verbal and written communication skills, with the ability to work effectively across multiple departments.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Proficiency with computers and web-based portals, with the ability to learn utility and manufacturer systems quickly.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Prior experience in rebates administration, warranties administration, accounts receivable support, customer operations, or administrative coordination.&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Knowledge of or interest in the HVAC industry, including heat pumps, ductless mini-splits, and related equipment preferred.</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Familiarity with utility rebate programs, energy-efficiency programs, or manufacturer warranty processes preferred.</span></li></ul><br><p style='margin-top:0in;margin-right:0in;margin-bottom:8.0pt;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;'><strong><span style='font-size:19px;font-family:\"Times New Roman\";font-family:\"Times New Roman\";'>Education &amp; Certifications</span></strong></p><ul style=\"margin-bottom:0in;margin-top:0in;\" type=\"disc\"><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>High school diploma or GED required.</span></li></ul><p style='margin-top:0in;margin-right:0in;margin-bottom:0in;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;line-height:normal;'><br></p><p style='margin-top:0in;margin-right:0in;margin-bottom:0in;margin-left:0in;font-size:11.0pt;font-family:\"Aptos\",sans-serif;line-height:normal;'><strong><span style='font-size:19px;font-family:\"Times New Roman\";'>Core Competencies</span></strong></p><ul style=\"margin-bottom:0in;margin-top:0in;\" type=\"disc\"><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Organization and follow-through&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Attention to detail&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Accountability&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Problem-solving&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Communication and collaboration&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Process discipline&nbsp;</span></li><li style=\"margin-top:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;font-size:11.0pt;font-family: initial;line-height:normal;\"><span style='font-size:16px;font-family:\"Times New Roman\";'>Adaptability</span></li></ul></div></div></div></div></div></div></div></div>\n",
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    "requisitionTitle": "Rebate and Warranty Coordinator",
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    "additionalProperties": {},
    "requisitionLocations": [
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}
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