PACE Supply is looking for a driven, detail-oriented, and highly organized Rebate and Warranty Administrator to join our HVAC Division based in Stockton, CA.

In this critical role, you will manage the full lifecycle of rebate and warranty submissions, ensuring accuracy, compliance, and timely processing. You’ll serve as the key liaison between utility programs, manufacturers, contractors, customers, and internal teams—helping to maximize rebate opportunities and resolve warranty claims efficiently. Your work will directly support operational excellence and customer satisfaction across our HVAC business.

What You Bring:

• A strong sense of accountability and ownership in your work

• A commitment to integrity, professionalism, and accuracy in every detail

• A passion for continuous improvement and learning

• A collaborative, respectful, and team-focused attitude

• Familiarity with rebate programs (manufacturer and utility) and warranty processes is a strong plus

Rebate Application Management

• Prepare and submit rebate applications for HVAC and water-related products.

• Ensure documentation is complete and compliant (invoices, certifications, serial numbers, permits, etc.).

• Collaborate with internal teams and customers to confirm eligibility and gather required materials.

• Support field and sales teams by responding to rebate-related inquiries.

Warranty Claims Processing

• Review and process warranty claims according to manufacturer policies.

• Submit claims promptly and follow up to ensure timely resolutions.

• Address and resubmit denied claims to secure warranty credits.

• Track returns and warranty parts, ensuring proper documentation and communication.

Tracking & Reporting

• Maintain detailed logs for rebate and warranty activity.

• Monitor the status of claims and provide regular updates to stakeholders.

• Ensure accurate documentation of rebate income and warranty credits for financial reporting.

• Collaborate with Sales, Purchasing, Credit, and Operations for data accuracy and process completion.

Coordination & Cross-Functional Collaboration

• Communicate regularly with manufacturers, suppliers, and internal departments.

• Educate teams on program requirements and documentation best practices.

• Contribute to continuous process improvement initiatives to streamline workflows.

• Stay current on product knowledge through training and self-learning.

• High school diploma or equivalent, some college course work preferred.
• Minimum 2 years in an administrative or support role, ideally within wholesale distribution or HVAC industry.

• Proficiency in Microsoft Office (especially Excel)

• Experience with ERP and CRM systems

• Strong documentation and data entry skills

• Excellent communication (written and verbal)

• Strong organizational and time management abilities

• Ability to work independently and collaboratively

• Detail-oriented with a high level of accuracy

All qualified applicants will receive consideration without regard to race, age, color, sex (including pregnancy), religion, national origin, disability, sexual orientation, gender identity, marital status, military status, genetic information, or any other status protected by applicable laws or regulations. PACE Supply will consider qualified applicants with a criminal history pursuant to employment regulations.

Pre-Employment Requirements

As part of our commitment to providing a safe and secure work environment for our team members and customers, successful candidates must complete the following pre-employment requirements:

Background Check: A comprehensive background check will be conducted to ensure candidates meet the necessary criteria for employment. PACE Supply will consider qualified applicants with a criminal history pursuant to California employment regulations.

Physical Examination: Candidates will undergo a physical examination to assess their fitness for the position's requirements.

Drug Test: A drug test will be administered to ensure a drug-free workplace.

Benefit Snapshot:

PACE Supply is proud to be an employee-owned corporation. We offer competitive wages, career pathways of growth, and excellent benefits packages that includes medical, dental, and vision care that is available to you within the first 30 days! We also provide our employees with life insurance, sick days, holidays, vacation, two retirement programs of 401(k) and ESOP, and much more.

Relocation Benefits

NO

Remote Availability

NO

*Please note that individual total compensation for this position will be determined at the Company's sole discretion and may vary based on several factors, including but not limited to, location, skill level, years and depth of relevant experience, qualifications and other business considerations. PACE Supply is an equal opportunity employer and is committed to providing accommodations for qualified individuals with disabilities. If you require assistance or accommodation due to a disability, please contact the People Department at (844)-393-7172.