Dispatcher / Warranty Administrator

Dispatcher / Warranty Administrator

Location: North Aurora, IL

Salary Range: 50,000-60,000

About Apex Companies:

Apex Companies provide a full-service, cross-solution approach for material handling industry customers, offering expertise in warehouse and industrial facility design, integration of material handling solutions, and optimization of efficiency. As a leader in innovative automation solutions, Apex helps clients reduce costs, minimize labor dependencies, and maximize throughput capabilities, ultimately enhancing warehousing and distribution performance.

Position Summary: We are seeking a Dispatcher / Warranty Administrator to join our team in North Aurora, IL. This role is responsible for coordinating service operations, dispatching technicians, managing work orders, and overseeing warranty claim administration. The ideal candidate is highly organized, customer focused, and capable of thriving in a fast-paced environment while balancing multiple priorities.

Key Responsibilities:

Dispatch & Scheduling

• Answer incoming service calls and emails
• Dispatch technicians based on location, skill set, and service urgency
• Schedule and manage Planned Maintenance (PM) appointments
• Enter and track PM activity within Business Central
• Coordinate technician schedules and daily routing
• Maintain and update customer information within company systems
• Coordinate with third-party vendors when work falls outside internal service capabilities

Customer Service & Communication

• Serve as the primary point of contact for service-related communication
• Respond to customer inquiries within 24 hours or sooner
• Coordinate with Sales and internal departments to support customer needs
• Obtain purchase orders and follow up regarding customer satisfaction

Operations & Work Order Management

• Enter equipment and service information into company systems
• Manage work orders from creation through completion
• Monitor work-in-progress reports and aging invoices
• Review estimates, labor entries, and documentation accuracy
• Maintain organized and accurate service records

Warranty Administration

• Submit warranty claims to manufacturers accurately and in a timely manner
• Review repair orders to ensure proper documentation and compliance with manufacturer requirements
• Correct and resubmit rejected warranty claims as necessary
• Track warranty parts and coordinate shipping or disposal as required
• Serve as a liaison between technicians, management, service teams, and manufacturers
• Stay current on manufacturer warranty policies, procedures, and recalls

Leadership & Continuous Improvement

• Support and assist service technicians as needed
• Provide recurring operational updates and reporting
• Promote workplace safety and company compliance standards
• Identify opportunities for process improvements and operational efficiencies
• Support implementation of new systems and procedures
• Perform additional duties as assigned

Physical Requirements

• Regularly work in an office and warehouse environment with varying noise levels
• Sit, stand, walk, and use a computer for extended periods throughout the day
• Occasionally lift or move materials up to 25 lbs
• Ability to multitask and operate effectively in a fast-paced environment

Knowledge, Skills, and Requirements:

• High School Diploma or equivalent required
• Valid Driver’s License required
• Minimum 2 years of dispatching, service coordination, or related experience required
• Experience in the forklift or material handling industry preferred
• Proficiency in Microsoft Excel, Word, and Outlook required
• Strong planning, prioritization, and time management skills
• Ability to manage multiple priorities and adapt to changing demands
• Knowledge of ERP systems and dispatch/service software preferred
• Strong communication, customer service, and problem-solving skills
• Ability to remain calm and effective in high-pressure situations
• Understanding of geographic routing and dispatch efficiency
• Ability to work independently and collaboratively within a team environment

We offer a comprehensive benefits and compensation package designed to support your health, well-being, and work-life balance. This includes health, dental, and vision insurance; short-term disability (STD) and voluntary long-term disability (LTD) coverage; and life and Accidental Death & Dismemberment (AD&D) insurance options. We also provide a 401(k)-retirement plan with a company match, generous paid time off benefits including paid holidays, and eligibility for performance-based bonuses. Additionally, whoever fills this role will receive a company-provided laptop to ensure they have the tools needed for success in their role. We are committed to fostering a supportive and rewarding workplace for our team members.

Why Join Us? At Apex, we recognize that our people are our most valuable asset. Our employees drive our success, which is why we believe in empowering our people with real-time career development, offering diverse and challenging work, and providing solid growth opportunities. If you have a " let’s get down to business, roll up your sleeves " mindset then Apex is the place for you.

Application Process: If you meet the qualifications and are excited about this opportunity, please submit your resume to https://www.apexmhc.com/apex-careers/. We look forward to hearing from you!

Apex promotes a healthy lifestyle by providing a non-smoking environment. Apex is an equal opportunity employer.