RMA Coordinator

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

1d•$80,000 - $95,000•Remote

About The Position

We are seeking an experienced RMA Coordinator to manage returns for the repair and replacement of data center components and servers across multiple global sites. The role is primarily focused on RMA coordination with spare parts inventory support expected to grow toward a more balanced split as our spares program matures. This role will report to our Director of Quality, and will work very closely with our Supply Chain and Cloud technical teams, as well as data center technicians and external suppliers, to ensure timely, compliant, and cost-effective RMA processing and spare inventory management.

Requirements

Minimum 5 years' experience managing RMA processes in a high-tech/data center environment.
Proficient with Excel (VLOOKUP, pivot tables, data consolidation) and experienced in entering and managing data in CRM and ERP systems.
Strong vendor management experience, including OEM RMA processes and warranties.
Excellent organizational skills, attention to detail, and the ability to manage multiple concurrent RMAs across global regions.
Clear written and verbal communication skills; comfortable coordinating across time zones and cultures.

Nice To Haves

Experience with inventory management systems, asset tagging, and serial-number reconciliation.
Familiarity with international shipping, customs documentation, and hazardous materials rules, where applicable.
Experience with NetSuite and Jira.

Responsibilities

Manage the end-to-end RMA process for servers, blades, storage, networking, and other data center hardware: initiate returns, ensure vendor technical data (including logs) is provided, track repairs and replacements, and close RMAs.
Act as the primary liaison between data center technicians, Cloud technical teams, supply chain, procurement, and vendors to schedule returns, RMA authorizations, shipments, and replacements.
Coordinate spare parts inventory at data centers in partnership with Supply Chain as the spares program is built out: maintain stock levels, reorder points, bin/location management, and asset tagging/serial-number reconciliation.
Maintain accurate RMA records and status updates in CRM/ERP systems, ensuring parts and serial-number traceability.
Create and manage shipping documents, RMA forms, RMA logs, and proof of delivery; coordinate with freight/3PL providers as needed.
Produce regular inventory and RMA reports and KPIs (turnaround time, return rates, spare-part fill rates, inventory days on hand, cost per RMA).
Monitor SLAs and vendor warranties; escalate delayed or out-of-scope RMAs and work with Supply Chain to manage credit/reimbursement processes.
Ensure compliance with vendor RMA policies, export/import regulations, and company inventory controls.
Support continuous improvement initiatives to reduce failure rates, RMA cycle times, and costs.
Provide training and SOPs for technicians and regional staff on RMA procedures and documentation.