Cleantech, Energy Efficiency, IoT, Software

Parts Procurement and Warranty Specialist

Shelton, CTOnsiteFull Time$70,000–$85,000 /yrPosted 1 month agoVisa sponsorship available

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Required skills

parts coordination
warranty administration
supply chain
operations support
high volumes of claims
orders
tickets
inventory or ERP systems
NetSuite
SAP

Nice to have

HVAC
refrigeration equipment
compressors
VFDs
control boards
motors

Role summary

Budderfly is seeking a Parts Procurement and Warranty Specialist to manage the full lifecycle of support parts and warranty claims for HVAC, refrigeration, and related equipment. This role involves coordinating with field operations, service teams, vendors, and inventory management to ensure customer sites remain operational. Responsibilities include identifying parts, processing warranty claims, sourcing replacements, maintaining records, and tracking failure trends. The ideal candidate will have at least 2 years of experience in parts coordination or warranty administration, strong organizational skills, and proficiency with inventory/ERP systems and Excel. Familiarity with HVAC/refrigeration components is preferred.

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.

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