Rebate and Warranty Coordinator
Not Disclosed•Full-TimeOn-site
location_onLittle Rock Trail, Warehouse District, Raleigh, Wake County, North Carolina, 27602, United States
About the Role
The Rebates & Warranties Coordinator serves as a critical operational link between Finance, Sales, Operations, and external program administrators. In this capacity, you will manage the end-to-end administration of customer rebate and equipment warranty submissions for installed HVAC systems. Your work ensures that all applications and registrations are submitted accurately, timely, and in strict compliance with utility and manufacturer requirements.
This role is designed to drive cash flow and improve customer satisfaction by eliminating unnecessary delays in payment processing and warranty registration. You will act as a proactive problem-solver, monitoring submissions from initial filing through final reconciliation and resolving documentation issues before they impact the business.
Day in the Life
Your day involves coordinating the full submission lifecycle for eligible HVAC installations, including heat pumps and mini-splits. You will collect and consolidate documentation from internal teams, verify file accuracy against complex program requirements, and submit applications through various utility and manufacturer portals.
A significant portion of your time will be dedicated to tracking outstanding applications and following up with external stakeholders regarding status, deficiencies, or payment delays. You will also work closely with Sales and Operations to ensure timely handoffs of job documentation, helping to establish consistent workflows and checklists that improve overall team efficiency.
Work location
Work model: On-site
Little Rock Trail, Warehouse District, Raleigh, Wake County, North Carolina, 27602, United States
Raleigh, North Carolina
Key Responsibilities
- check_circleCoordinate the full rebate submission process for eligible HVAC installations
- check_circleCollect, review, and consolidate required documentation from internal departments
- check_circleVerify rebate files are complete and consistent with utility program requirements
- check_circleSubmit rebate applications through utility and manufacturer portals accurately
- check_circleTrack rebate submissions from filing through approval, payment, and reconciliation
- check_circleMonitor outstanding applications and follow up on status, deficiencies, or delays
- check_circleSubmit equipment warranty registrations in accordance with manufacturer deadlines
- check_circleConfirm warranty information accuracy including model numbers and installation dates
- check_circleMaintain organized warranty records for future service needs, claims, or audits
- check_circleIdentify opportunities to improve efficiency and streamline rebate workflows
- check_circleCollaborate with Sales, Operations, and Finance to ensure timely documentation handoff
- check_circleAssist in developing automation tools and standardized processes for submissions
Requirements
- verifiedHigh school diploma or GED required
- verifiedPrior experience in rebates administration, warranties administration, accounts receivable support, customer operations, or administrative coordination
Nice to Have
Knowledge of or interest in the HVAC industry, including heat pumps, ductless mini-splits, and related equipment. Familiarity with utility rebate programs, energy-efficiency programs, or manufacturer warranty processes.
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Skills, education and keywords
Skills: Rebates Administration, Warranties Administration, Accounts Receivable Support, Customer Operations, Administrative Coordination, Heat Pumps, Ductless Mini-Splits, Utility Rebate Programs, Energy-Efficiency Programs, Manufacturer Warranty Processes.
Education: High school diploma or GED required.
Frequently asked questions about Rebate and Warranty Coordinator at HOP Energy LLC
What does a Rebate and Warranty Coordinator at HOP Energy LLC do?expand_more
Day-to-day, the Rebate and Warranty Coordinator at HOP Energy LLC will coordinate the full rebate submission process for eligible hvac installations; collect, review, and consolidate required documentation from internal departments; verify rebate files are complete and consistent with utility program requirements; and submit rebate applications through utility and manufacturer portals accurately.
What are the requirements for this Rebate and Warranty Coordinator role?expand_more
HOP Energy LLC is looking for candidates who meet the following requirements: High school diploma or GED required; and Prior experience in rebates administration, warranties administration, accounts receivable support, customer operations, or administrative coordination.
Where is the Rebate and Warranty Coordinator role at HOP Energy LLC located?expand_more
Rebate and Warranty Coordinator at HOP Energy LLC is based in Little Rock Trail, Warehouse District, Raleigh, Wake County, North Carolina, 27602, United States. This is a on-site role.
Is this Rebate and Warranty Coordinator job remote, hybrid, or on-site?expand_more
HOP Energy LLC has listed this Rebate and Warranty Coordinator role as on-site.
How much experience is required for this Rebate and Warranty Coordinator role?expand_more
Candidates for Rebate and Warranty Coordinator at HOP Energy LLC should have mid level.
What skills do you need for the Rebate and Warranty Coordinator role at HOP Energy LLC?expand_more
Key skills for Rebate and Warranty Coordinator at HOP Energy LLC include Rebates Administration; Warranties Administration; Accounts Receivable Support; Customer Operations; Administrative Coordination; Heat Pumps; Ductless Mini-Splits; and Utility Rebate Programs.
What education is required for Rebate and Warranty Coordinator at HOP Energy LLC?expand_more
Educational requirements for this role: High school diploma or GED required.
What category does the Rebate and Warranty Coordinator role belong to?expand_more
Rebate and Warranty Coordinator at HOP Energy LLC is part of the admin job category on Recrutus.
About HOP Energy LLC
HOP Energy LLC operates within the oil and gas industry, delivering comprehensive residential and commercial energy solutions from its headquarters in Rye Brook, New York. Serving a broad region spanning from Vermont to Delaware, the company functions as a single-source provider for heating fuel and essential home infrastructure. Its portfolio includes SMART HOME products and ENERGY STAR certified equipment designed for heating, cooling, air quality management, and power generation via generators.
The organization maintains a significant footprint across the Northeast United States, with local branches dedicated to serving communities in Vermont, Massachusetts, Rhode Island, Connecticut, New York, New Jersey, Pennsylvania, and Delaware. As one of the oldest and largest full-service energy companies in this region, HOP Energy LLC leverages decades of operational history to support its customer base. The company's structure allows it to offer consistent service delivery across multiple states, focusing on reliable energy supply and modern equipment integration for both individual households and commercial entities.
Browse more roles: All HOP Energy LLC jobs, admin jobs on Recrutus.