Return Merchandise Authorization Coordinator

Allied Motion, Inc.; Tulsa (OK); On-site; USD 38,000 - 52,000; Full time

Job summary

Allient Inc. in Tulsa, OK is seeking a Return Merchandise Authorization Coordinator to manage the RMA process, ensuring accurate handling of returned equipment and clear communication with customers and internal teams.

You will coordinate inspection, disposition, and restocking, support ERP updates, and analyze return data to identify trends and preventive actions to improve customer satisfaction.

Qualifications

• High School Degree or equivalent years of experience.
• 3–5 years in customer service, returns processing, logistics, or materials coordination.
• Knowledge of manufacturing operations, inventory control, or reverse logistics.

Responsibilities

• Receive returned material and process RMA transactions, coordinating inspection, disposition, and restocking or routing of returned items.
• Coordinate with internal teams (Customer Service, Quality, Production, Materials) to resolve returns and improve customer satisfaction.
• Track and manage RMA cases to ensure timely processing, closure, and communication; analyze data to identify trends and root causes for corrective actions.
• Verify incoming returned product counts and condition against RMA documentation and packing slips; coordinate outbound shipments for replacements, repairs, or vendor returns.
• Prepare necessary documentation for returns, including RMA forms, shipping paperwork, and international customs documents.
• Support incoming inspection and quality evaluation of returned products to ensure compliance with standards.
• Coordinate with Quality, Engineering, and Operations to determine disposition (repair, replace, scrap, or return to vendor).
• Communicate RMA status, approvals, and timelines to customers and internal stakeholders.
• Support continuous improvement of RMA processes and ERP workflows.

Skills

Customer service

Returns processing

Logistics

Materials coordination

Education

High School Diploma

Tools

ERP systems

Job description

Allient Inc. is in growth mode and currently seeking a Return Merchandise Authorization Coordinator to join our team in Tulsa, Oklahoma.

The RMA Coordinator manages and facilitates the return merchandise authorization (RMA) process, ensuring timely and accurate handling of returned equipment, materials, parts, and assemblies. This role coordinates the flow of returned goods, maintains accurate records, and works cross-functionally to support customer satisfaction and efficient resolution of return-related issues.

Responsibilities

• Receives returned material, processes RMA transactions, and coordinates inspection, disposition, and restocking or routing of returned items. Maintains accurate manual and electronic records of all return activities.
• Provides assistance to internal teams (Customer Service, Quality, Production, and Materials) to support timely resolution of customer returns and improve overall customer satisfaction.
• Tracks and manages RMA cases to ensure timely processing, closure, and communication. Analyzes return data to identify trends, root causes, and recommends corrective actions to prevent recurrence.
• Verifies incoming returned product counts and condition against RMA documentation, packing slips, and Bills of Lading. Coordinates outbound shipments related to replacements, repairs, or returns to vendors.
• Prepares all necessary documentation for returns, including RMA forms, shipping paperwork, and customs documentation for international returns and vendor returns.
• Supports incoming inspection and quality evaluation of returned products to ensure compliance with engineering and quality standards.
• Coordinates with Quality, Engineering, and Operations to determine disposition of returned materials (repair, replace, scrap, or return to vendor).
• Communicates with customers and internal stakeholders regarding RMA status, approvals, and resolution timelines.
• Supports continuous improvement of RMA processes and systems, including ERP updates and workflow enhancements.

Minimum Qualifications

• High School Degree, or equivalent years of experience.
• 3 – 5 years of related experience in customer service, returns processing, logistics, or materials coordination.
• Knowledge of manufacturing operations, inventory control, and/or reverse logistics processes.

Work Environment

• Predominately office environment with occasional exposure to warehouse and production floor areas.
• While in operational areas, employee may be exposed to moving mechanical parts and required to wear appropriate protective equipment such as safety glasses.
• Occasionally will have to lift and/or transport items weighing between 10 and 30 pounds.

Allient Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.