Vendor Returns Coordinator

Job Summary The RMA & Vendor Returns Coordinator manages the complete Return-to-Vendor (RTV) process for defective, excess, or non-conforming products. This individual serves as the primary point of contact between the company and suppliers to ensure timely RMA issuance, shipment of returned materials, status tracking, problem resolution, and closure of vendor return transactions. The role requires close collaboration with Engineering, Purchasing, Finance, Operations, Traffic, and Vendor Management teams to minimize inventory exposure and maximize recovery of returned assets.

Key Responsibilities

• Request Return Material Authorizations (RMAs) from vendors and suppliers for defective, non-conforming, warranty, or excess inventory.
• Create and maintain accurate RMA records within the ERP system.
• Coordinate with Traffic and Warehouse teams to prepare and ship products back to suppliers.
• Ensure all shipping documentation, serial numbers, and supporting records are complete and accurate.
• Track outbound shipments and confirm vendor receipt.
• Maintain a comprehensive dashboard of all open vendor RMAs and return activities.
• Monitor product status at vendor locations and regularly follow up for repair, replacement, credit, or disposition updates.
• Escalate aging RMAs and unresolved issues to suppliers and internal stakeholders.
• Work closely with Engineering to resolve technical issues, failure analysis requirements, and product disposition decisions.
• Coordinate with Purchasing and Vendor Management teams regarding supplier performance and return processing.
• Collaborate with Finance to ensure proper accounting treatment, credits, debits, and inventory adjustments.
• Verify vendor shipment notifications and track return deliveries.
• Confirm receipt of repaired or replacement products and ensure inventory records are updated accurately.
• Reconcile discrepancies between shipped, received, repaired, and credited quantities.
• Maintain complete records of all vendor communications, shipment details, and return transactions.
• Generate reports and KPI metrics on RMA cycle time, vendor responsiveness, open returns, and recovery rates.
• Close RMAs in both the ERP system and supplier portals upon completion.

Qualifications

• Associate's or Bachelor's degree in Supply Chain, Business, Operations, Logistics, or related field preferred.
• 2+ years of experience in RMA administration, reverse logistics, purchasing, inventory control, customer service, or supply chain operations.
• Experience working with ERP systems such as Epicor, SAP, Oracle, NetSuite, or Microsoft Dynamics.
• Strong organizational and follow-up skills with the ability to manage multiple open RMAs simultaneously.
• Excellent communication and vendor management skills.
• Proficiency in Microsoft Excel and reporting tools.
• Knowledge of shipping, logistics, and inventory control processes.
• Experience in electronics manufacturing, computer hardware, or technology products preferred

Compensation The base salary range for this position is $65,000.00 to $72,500.00; the exact salary depends on several factors such as experience, skills, education, and budget.

Benefits Overview We offer a competitive benefits package that includes medical, dental, vision, basic life and AD&D coverage, short- and long-term disability, a 401(k) retirement plan, annual discretionary salary increases and bonuses. Employees receive paid company holidays, paid time off, and access to company-paid training. Optional benefits include tuition reimbursement, a 529 college savings plan, pet insurance, legal and ID theft coverage, and other voluntary insurance plans.