RMA Customer Service/Sales Ops Specialist

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Summary

We are seeking a detail-oriented and highly organized RMA Specialist to manage and process product returns, replacements, and warranty claims. This role ensures a smooth and accurate experience for both internal teams and customers by coordinating RMA requests from initial intake through final resolution. The ideal candidate is proactive, customer-focused, and comfortable working with systems, data, and cross-functional teams.

Job Description

Key Responsibilities

RMA Processing

· Review and validate incoming RMA requests for accuracy and completeness.

· Create, update, and manage RMA cases in the company’s SAP system.

· Issue RMA numbers, packing lists, invoices, credits, and communicate with customers.

· Track returned products through the entire lifecycle—from receipt to inspection to closure.

· Ensure RMAs meet company policies, warranty terms, and quality standards.

Customer & Internal Communication

· Communicate with customers, sales teams, logistics, and technical support to ensure timely and accurate processing.

· Provide updates on RMA status and deliver exceptional service throughout the returns process.

· Escalate issues such as missing information, unauthorized returns, or product discrepancies.

Logistics & Operations Coordination

· Work closely with warehouse teams to monitor incoming returns and confirm proper routing.

· Coordinate product replacements, credits, or refunds according to approved actions.

· Ensure documentation for each RMA is complete, accurate, and audit-ready.

Data Management & Reporting

· Maintain accurate RMA logs and documentation.

· Analyze RMA trends and root causes, identifying opportunities to reduce returns.

· Generate weekly/monthly reports for operations, quality, or leadership teams.

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Required Qualifications

· 2+ years of experience in operations, customer service, supply chain, returns processing, or a similar role.

· Experience using SAP systems.

· Strong attention to detail and accuracy in data entry and documentation.

· Excellent communication and problem-solving skills.

· Ability to work independently, prioritize tasks, and meet deadlines.

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Preferred Qualifications

· Experience processing RMAs in a manufacturing, hardware, consumer electronics, or distribution environment.

· Understanding of warranty policies, repair processes, and product return workflows.

· Familiarity with logistics, freight, and warehouse operations.

· Intermediate Excel skills (VLOOKUP, PivotTables, etc.).

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Key Competencies

· Customer-focused mindset

· Strong organizational skills

· Process-driven

· Analytical thinking

· Cross-functional collaboration

· Adaptability and urgency

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Physical Requirements

· Ability to occasionally inspect returned items in a warehouse environment.

· Lift up to 25 lbs.

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Why Join Us?

· Opportunity to streamline and improve the returns experience for customers.

· Work in a collaborative environment with room for growth.

· Be a key contributor to operations and customer satisfaction.

Time Type:

Full time

Job Type:

Regular

Work Shift:

N/A

Pay Rate Type:

Salary

Benefits and Perks

Varex Imaging provides competitive pay and benefits to support the financial, physical, and emotional well-being of the people who make our company successful.

• Medical Insurance

• Dental/Vision

• 10 Paid Holidays

• PTO

• Employee Stock Purchase Plan

• 401K match

• Paid Parental Leave

• Short & Long-Term Disability and Life Insurance

• Competitive Pay

• Flexible Schedules

• Variety of Shift Options

• Free Safety Shoes

• Friendly Work Environment

• On-site Cafeteria, Company Nurse, Credit Union, and Gym

• Free Coffee and Soda

• Tuition Reimbursement

• Employee Referral Program

• Career Advancement Opportunities

• Employee Discounts

• EV Charging Stations

All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability