Join Our Team as a RMA & Inventory Returns Coordinator

New England Appliance Group (NEAG) is seeking a RMA & Inventory Returns Coordinator to be the go-to resource for our warehouse team! 

Position Summary

The RMA & Inventory Returns Coordinator is responsible for managing and coordinating all aspects of NEAG's inventory returns process, including damaged merchandise, vendor RMAs, and stock-balancing returns. This position works closely with purchasing, inventory control, and warehouse operations to ensure returns are properly authorized, documented, tracked, and processed in a timely manner. 

Working between the Grove and Mechanic Street facilities, the coordinator is responsible for maintaining accurate inventory records, monitoring outstanding returns, and ensuring merchandise is processed and shipped to vendors efficiently. The role plays a key part in improving inventory accuracy, reducing aging and unresolved inventory, and establishing consistent, accountable return processes across both locations. 

Essential Duties and Responsibilities

• Own the operational RMA and inventory returns workflow from initial identification or approved return request through physical shipment to the vendor or another authorized disposition. 

• Obtain and maintain vendor return authorizations, required approvals and complete return documentation before merchandise is shipped or otherwise disposed of. 

• Coordinate return merchandise between Grove and Mechanic Street, including location, labeling, staging, pickup arrangements and confirmation of physical movement. 

• Verify model, serial number, quantity, condition, reason for return, vendor authorization and supporting documentation before processing. 

• Coordinate with Inventory Control and warehouse staff to maintain accurate item, bin, status and quantity records in P21. 

• Maintain and review returns aging report; follow up on items awaiting authorization, inspection, shipment or approved disposition and escalate delays. 

• Research differences between physical merchandise, P21 inventory records and return paperwork; coordinate authorized corrections with Inventory Controller. 

• Partner with Member Services on dealer-related returns and provide timely operational updates while Member Services retains responsibility for member communications. 

• Arrange vendor return shipments and approved scraps only after appropriate authorization; document shipment dates, tracking and quantities. 

• At the point merchandise physically leaves NEAG, providing Accounting with the vendor RMA, item and serial details, quantities, shipment date, and supporting documents. Accounting then owns vendor credit tracking and financial reconciliation. 

• Coordinate with Purchasing on stock-balancing returns, including identifying approved merchandise, confirming vendor returns eligibility and quantities, and obtaining required return authorizations. 

• Respond to Accounting requests for missing documentation or shipment discrepancies. 

• Maintain standard procedures and recommend changes that reduce aged returns, missing merchandise, duplicate processing and incomplete interdepartmental handoffs. 

Skills & Qualifications

• High school diploma or equivalent required; associate degree or relevant additional education preferred. 

• At least two years of experience in returns, reverse logistics, inventory control or warehouse administration preferred. 

• Experience with ERP inventory transactions and return authorizations; Epicor Prophet 21 (P21) experience strongly preferred.  

• Strong attention to detail and ability to maintain accurate inventory, shipment and return records. 

• Ability to coordinate work across two facilities and multiple departments. 

• Ability to review vendor authorization requirements, investigate inventory discrepancies and ensure complete documentation at handoff. 

• Proficiency in Microsoft Excel, Outlook and organized tracking systems. 

• Communicate professionally with vendors, Purchasing, Inventory Control, Member Services, warehouse staff and Accounting. 

• Clear vendor and internal communication, sound judgment and a strong sense of urgency. 

LIMITATIONS AND DISCLAIMER

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws. Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.