RMA Specialist

Natus • Oakville, ON

53d • $50 - $60

About The Position

The RMA Specialist is responsible for managing the full lifecycle of Return Material Authorizations (RMAs), ensuring accurate processing, timely resolution, and effective asset recovery. This is a highly operational, transaction-based role focused on RMA management, service coordination, and billing support. This role is best suited for candidates with hands-on experience in RMA processing, logistics, service operations, or order management. The position requires strong attention to detail, ownership of high-volume transactional work, and the ability to follow structured processes within established systems.

Requirements

• 2+ years of experience in RMA processing, logistics, order management, service coordination, or operations support
• Experience working in a high-volume, process-driven environment
• Strong attention to detail with a focus on accuracy and follow-through
• Ability to manage multiple transactions and priorities simultaneously

Nice To Haves

• Experience in service operations, repair environments, or asset tracking
• Experience supporting billing, credits, or order adjustments
• Experience working in regulated or quality-driven environments
• Experience using systems such as Salesforce, ERP platforms, or case/order management tools (for processing and tracking work, not system administration)
• Proficiency in Excel for tracking and reporting (pivot tables, lookups preferred)
• Strong attention to detail and process adherence
• Ability to manage high-volume transactional workloads
• Organized with strong follow-up and ownership mindset
• Clear communicator across cross-functional teams
• Comfortable working within structured workflows and SOPs

Responsibilities

• Process and manage RMAs from initiation through closure
• Track returned products through receipt, evaluation, repair, replacement, or credit
• Validate RMA details, ensuring accuracy of product, warranty status, and service requirements
• Investigate and resolve non-returned items, shipment discrepancies, or incomplete RMAs
• Maintain complete and audit-ready documentation for all RMA activities
• Monitor and follow up on outstanding RMAs to ensure timely equipment recovery
• Support recovery efforts for non-returned or overdue items
• Maintain accurate tracking of assets throughout the RMA lifecycle
• Ensure all RMAs are properly linked to customer records, orders, and service cases
• Assist with service-related order processing, including warranty, repair, and billable services tied to RMAs
• Support credits, rebills, and billing adjustments related to RMA activity
• Partner with Finance to ensure accurate documentation and revenue tracking
• Maintain reports related to RMA status, aging, and asset recovery
• Identify discrepancies or trends impacting turnaround time or recovery rates
• Ensure data accuracy across systems and escalate issues as needed
• Serve as a point of contact for RMA-related inquiries
• Collaborate with Operations, Finance, and Service teams to resolve issues efficiently
• Escalate complex cases and support timely resolution

Benefits

• Along with a competitive salary and bonus structure, Natus offers a comprehensive healthcare package that starts on your first day of employment, paid statutory holidays, 3 weeks’ vacation and 7 sick days, RRSP Match, tuition reimbursement program eligibility and more...

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees