RMA Coordinator

TRAK Group; Fairfield (OH); On-site; USD 40,000 - 65,000; Full time

Job summary

TRAK Group in Fairfield, Ohio is seeking a detail‑oriented RMA Coordinator to manage return material authorizations across customers, suppliers, and internal teams.

You will document, inspect, and track RMAs from receipt to resolution, coordinate warranties and repairs, and maintain ERP records while supporting MRB and quality initiatives. This role is split between office and manufacturing floor, with emphasis on timely resolutions.

Qualifications

• High school diploma or equivalent required; Associate degree preferred in Business, Manufacturing, Quality, Engineering Technology, or related field.
• Minimum of 2 years experience in manufacturing, quality, customer service, inventory control, or related field.
• Experience with ERP or MRP systems preferred.
• Manufacturing industry experience strongly preferred.
• Exposure to warranty claims, product returns, nonconforming materials, or quality systems is preferred.
• Experience in ISO 9001 and/or AS9100 environments is a plus.

Responsibilities

• Administer and coordinate all customer, supplier, and internal RMA activities from receipt through final resolution.
• Generate, maintain, and track RMA documentation, logs, and system records.
• Serve as the primary customer contact for return status updates, warranty inquiries, and return requirements.
• Coordinate the receipt, inspection, identification, and tracking of returned materials.
• Perform initial product evaluations and document inspection findings.
• Collaborate with engineering, quality, and operations teams to determine warranty eligibility, repair requirements, and associated costs.
• Coordinate supplier evaluations, repairs, and return processes while ensuring timely follow-up on open RMAs.
• Manage shipping logistics for returned products, repairs, and replacement shipments.
• Maintain accurate ERP system records and provide regular status updates throughout the RMA process.
• Support Material Review Board (MRB), corrective action initiatives, and customer complaint investigations.
• Assist with repair quotations, cost analysis, and proposal preparation.
• Prepare final documentation and customer communications upon completion of repairs or evaluations.
• Analyze RMA trends and provide recommendations that support continuous improvement initiatives.

Skills

ERP/MRP systems

Microsoft Excel

Documentation

Customer service

Education

Associate degree in Business/Manufacturing/Quality/Engineering Technology

High school diploma

Tools

ERP/MRP systems

Job description

RMA Coordinator Setting/Hours: 100% in Office| 7: 00 AM –3: 30 PM Join trak group in partnering with a growing client in Fairfield, Ohio that’s expanding its Manufacturing team.

Position Overview: The RMA Coordinator is responsible for managing and coordinating all Return Material Authorization (RMA) activities for customer-returned products. This role acts as the central point of contact between customers, suppliers, and internal teams to ensure returned materials are properly documented, evaluated, tracked, and resolved efficiently. This is a highly cross-functional role working with Quality, Engineering, Production, Supply Chain, and Project Management to drive timely resolutions and maintain strong customer satisfaction.

Position Summary We are seeking a detail-oriented RMA Coordinator to oversee the return material authorization (RMA) process from initiation through resolution. This role serves as the primary point of contact for customers regarding product returns, warranty claims, repairs, and evaluations while partnering with quality, engineering, manufacturing, and supply chain teams to ensure timely and accurate processing. The ideal candidate is highly organized, customer-focused, and experienced in manufacturing environments with strong documentation and coordination skills.

Key Responsibilities

• Administer and coordinate all customer, supplier, and internal RMA activities from receipt through final resolution.
• Generate, maintain, and track RMA documentation, logs, and system records to ensure accurate reporting.
• Serve as the primary customer contact for return status updates, warranty inquiries, and return requirements.
• Coordinate the receipt, inspection, identification, and tracking of returned materials.
• Perform initial product evaluations and document inspection findings.
• Collaborate with engineering, quality, and operations teams to determine warranty eligibility, repair requirements, and associated costs.
• Coordinate supplier evaluations, repairs, and return processes while ensuring timely follow-up on open RMAs.
• Manage shipping logistics for returned products, repairs, and replacement shipments.
• Maintain accurate ERP system records and provide regular status updates throughout the RMA process.
• Support Material Review Board (MRB), corrective action initiatives, and customer complaint investigations.
• Assist with repair quotations, cost analysis, and proposal preparation.
• Prepare final documentation and customer communications upon completion of repairs or evaluations.
• Analyze RMA trends and provide recommendations that support continuous improvement initiatives.

Qualifications

• High school diploma or equivalent required;Associate degree in Business, Manufacturing, Quality, Engineering Technology, or a related field preferred.
• Minimum of 2 years of experience in manufacturing, quality, customer service, inventory control, or a related field.
• Experience working with ERP or MRP systems preferred.
• Manufacturing industry experience strongly preferred.
• Exposure to warranty claims, product returns, nonconforming materials, or quality systems is preferred.
• Experience working in ISO 9001 and/or AS9100 environments is a plus.
• Experience supporting gas turbine, power generation, or rotating equipment industries is beneficial.
• Strong proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Excellent organizational, communication, and customer service skills.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced manufacturing environment.
• Strong documentation, recordkeeping, and problem-solving abilities.
• Ability to interpret technical drawings, specifications, and manufacturing documentation.
• Understanding of manufacturing, quality assurance, and supply chain processes.

Work Environment

• Split between office and manufacturing floor environments.
• Exposure to industrial conditions, including machinery, noise, and varying temperatures.
• Ability to lift, walk, stand for extended periods, and occasionally climb or crouch as required.
• Proper use of required personal protective equipment (PPE) while on the production floor.
• Occasional travel may be required for supplier visits, customer meetings, audits, or inspections.

Ideal Candidate Profile

• Highly organized professional with exceptional attention to detail and follow-through.
• Customer-focused with strong communication and relationship-building skills.
• Collaborative team player who works effectively across quality, engineering, operations, and supply chain functions.
• Self-motivated problem solver who thrives in a fast-paced manufacturing environment.
• Committed to delivering accurate documentation, timely resolutions, and continuous process improvement.

If you're ready to take the next step in your career and want to make an impact, partner with trak group to explore this opportunity.