RMA Coordinator at Burlington Medical

Newport News, Virginia, United States -

Full Time

Start Date

Immediate

Expiry Date

22 May, 26

Salary

21.0

Posted On

21 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

RMA Processing, Order Management, Logistics, ERP Systems, Customer Service, Communication, Data Entry, Documentation, Inventory Accuracy, Quality Assurance, Problem Solving, Attention To Detail, Cross-Functional Collaboration, Warranty Claims, Credit Returns, Microsoft Office

Industry

Medical Equipment Manufacturing

Description

Job Description RMA Coordinator (Returned Material Authorization Coordinator) Position Summary This is a temporary to permanent opportunity. The RMA Coordinator is responsible for managing the end-to-end Returned Material Authorization (RMA) process, including receiving, documenting, and processing warranty and credit returns. This role serves as a key point of contact for customers, ensuring all return requests, replacement orders, and related inquiries are handled accurately, efficiently, and in alignment with company policies and quality standards. The RMA Coordinator plays a critical role in supporting customer satisfaction, inventory accuracy, and operational efficiency by ensuring timely resolution of return transactions and effective cross-functional communication with Customer Service, Quality, Operations, and Finance. Key Responsibilities * Receive, review, and process all incoming RMA requests (warranty, credit, repair, and replacements). * Ensure all returned materials are properly logged, inspected, and documented in the system (e.g., ADP, ERP, or inventory system). * Verify eligibility of returns based on warranty terms, return policies, and sales agreements. * Assign RMA numbers and ensure proper tracking from initiation through resolution. * Coordinate replacement orders, repairs, or credits as applicable. Customer Support & Communication * Serve as a primary point of contact for customers regarding return requests, order status, credits, and warranty claims. * Provide timely, professional communication to resolve customer questions and issues. * Assist customers in completing return documentation and understanding return procedures. * Maintain high standards of customer service to support retention and satisfaction. Inventory & Quality Coordination * Partner with Quality Assurance and Operations teams to evaluate returned products for defects, damage, or compliance issues. * Ensure returned items are routed appropriately for inspection, refurbishment, disposal, or restocking. * Document root cause data and trends related to returns to support continuous improvement initiatives. Data Entry & Documentation * Maintain accurate records of all RMA transactions, including credits, replacements, and inventory adjustments. * Prepare and distribute RMA documentation, shipping instructions, and return labels as required. * Ensure compliance with company documentation, audit, and record retention requirements. Cross-Functional Collaboration * Work closely with Customer Service, Sales, Finance, Warehouse, and Quality teams to resolve return-related issues. * Support Finance with credit memos and reconciliation of returned goods. * Escalate complex or high-value issues to leadership as needed. Qualifications * High school diploma or equivalent required. * 2+ years of experience in order management, logistics, or returns processing in a preferred manufacturing or distribution environment. * Experience working with ERP systems (e.g., ADP, SAP, Oracle, NetSuite, or similar) strongly preferred. Knowledge & Skills * Strong understanding of RMA processes, warranty claims, and credit return procedures. * Excellent customer service and communication skills (written and verbal). * Strong attention to detail with high level of accuracy in data entry and documentation. * Ability to manage multiple tasks and priorities in a fast-paced environment. * Problem-solving and critical thinking skills with a focus on resolution. * Proficiency in Microsoft Office (Excel, Outlook, Word). Core Competencies * Customer Focus * Accountability & Accuracy * Communication & Collaboration * Problem Solving * Time Management & Organization * Continuous Improvement Mindset Work Environment * Primarily office-based with regular interaction in warehouse or production areas. * May require lifting or handling returned packages (within standard safety limits). * Standard business hours with occasional need for extended hours based on volume.

Responsibilities

The RMA Coordinator manages the end-to-end Returned Material Authorization process, handling receiving, documenting, and processing warranty and credit returns while serving as a key contact for customer inquiries. Key duties include processing RMA requests, verifying return eligibility, coordinating replacements or credits, and ensuring proper logging and tracking of all returned materials.