RMA Coordinator

5C Data Centers USA, Inc.•Springfield, OH

3d•$80,000 - $95,000•Remote

About The Position

5C Data Centers is seeking an experienced RMA Coordinator to manage the end-to-end return, repair, and replacement process for servers, storage, networking equipment, and other data center hardware across global sites. The role initially focuses primarily on RMA operations (approximately 80%), with spare parts inventory management (approximately 20%) expected to grow as the inventory program develops. The position reports to the Director of Quality and works with data center technicians, Cloud technical teams, Supply Chain, procurement, and OEM vendors to support timely, accurate, and cost-effective hardware returns and replacements. The position is remote within the United States, with West Coast candidates preferred, and requires minimal travel (less than 10%). The successful candidate will bring direct experience coordinating enterprise hardware RMAs, understand the fundamentals of server and networking hardware, and be comfortable working in a fast-paced environment where processes and systems are continually improving.

Requirements

Approximately 5 years of hands-on experience managing RMA processes, preferably involving enterprise IT hardware, servers, storage, networking equipment, or data center operations.
Demonstrated experience coordinating end-to-end hardware returns, repairs, replacements, vendor authorizations, shipping logistics, and RMA closure.
Professional experience in a relevant technical hardware environment, such as enterprise IT hardware, server or networking equipment manufacturers, data centers, cloud infrastructure, IT hardware maintenance, or technology-focused reverse logistics.
Foundational understanding of server, storage, networking, and GPU hardware, including familiarity with enterprise hardware components and their role in data center infrastructure.
Experience working with OEMs, vendors, or hardware service providers to manage warranty claims, replacement processes, and return requirements.
Strong Excel skills, including reporting, data consolidation, VLOOKUP, pivot tables, and inventory or operational tracking.
Experience using ERP, CRM, or similar systems to manage RMA transactions, inventory records, or hardware asset information.
Excellent organizational skills and attention to detail, with the ability to independently manage multiple concurrent RMAs, priorities, and deadlines.
Strong written and verbal communication skills and ability to coordinate effectively with technical teams, external vendors, and stakeholders across time zones.
A proactive, hands-on approach to problem-solving and flexibility to adapt to changing processes, systems, and business needs.

Nice To Haves

Direct RMA experience involving GPU/AI servers, high-density computing systems, or hyperscale data center hardware.
Experience working with server, storage, or networking OEMs; hyperscalers; cloud or colocation providers; third-party hardware maintenance providers; IT asset disposition (ITAD) companies; or IT hardware-focused reverse logistics providers.
Experience managing spare parts inventory, asset tagging, stock reconciliation, and serial-number tracking.
Experience helping establish or improve RMA procedures, spare parts programs, workflows, or SOPs.
Familiarity with international shipping, customs documentation, and applicable hazardous materials shipping requirements.
Experience developing RMA or inventory KPI reports and dashboards.
Familiarity with NetSuite, Jira, or similar ERP and issue-tracking systems.
Relevant technical or supply chain certifications, such as CompTIA A+/Server+, APICS CPIM/CSCP, or applicable dangerous goods shipping certifications.

Responsibilities

Manage the complete RMA lifecycle for enterprise data center hardware, from return initiation and vendor authorization through shipment, repair, replacement, tracking, and closure.
Coordinate physical hardware return logistics, including defective equipment shipments, replacement deliveries, return documentation, shipping arrangements, and tracking with OEMs, vendors, and logistics providers.
Gather technical information, diagnostic logs, serial numbers, and documentation from data center technicians and Cloud technical teams for vendor RMA processing.
Coordinate between data center operations, Cloud technical teams, Supply Chain, procurement, and external suppliers to support timely issue resolution.
Monitor vendor warranties, RMA statuses, turnaround times, and service-level agreements, escalating delays or unresolved issues as needed.
Maintain accurate RMA records, asset information, and serial-number traceability in ERP, CRM, and inventory management systems.
Support development and ongoing management of spare parts inventory across data center sites, including stock levels, reorder points, inventory locations, and serial-number reconciliation.
Prepare and maintain RMA forms, shipping documents, return logs, proof of delivery, and applicable import/export documentation.
Develop and maintain Excel RMA and inventory reports tracking turnaround times, return rates, inventory levels, spare-part availability, and cost per RMA.
Collaborate with Supply Chain and vendors to resolve warranty claims, credits, reimbursements, and shipping or inventory discrepancies.
Identify opportunities to improve return logistics, reduce RMA cycle times, and strengthen inventory accuracy and operational efficiency.
Help establish and improve standard operating procedures, documentation, and training for technicians and regional teams as RMA and spare parts processes evolve.