RMA Coordinator

Industry: Hyperscale and AI Data Center and Cloud Computing

Location: Remote – U.S. (West Coast preferred)

Employment Type: Full-Time

Department: Data Center Operations

Reports To: Director of Quality

Travel Requirements: Minimal (Less than 10%)

Salary Range: $80,000–$95,000 USD

Role Summary

We are seeking an experienced RMA Coordinator to manage the end-to-end return, repair, and replacement process for servers, storage, networking equipment, and other data center hardware across our global sites.

This is a hands-on coordination role, initially focused primarily on RMA operations (approximately 80%) , with spare parts inventory management (approximately 20%) expected to grow as our inventory program develops.

Reporting to the Director of Quality, you will work closely with our data center technicians, Cloud technical teams, Supply Chain, procurement, and OEM vendors to ensure timely, accurate, and cost-effective hardware returns and replacements.

The ideal candidate has direct experience coordinating enterprise hardware RMAs, understands the fundamentals of server and networking hardware, and is comfortable working in a fast-paced, evolving environment where processes and systems are continuously improving.

How We Work At 5C

Our core values guide how we collaborate, make decisions, support one another, and serve our customers. We're looking for people who embrace them and help us build something great.

What You Will Do

• Manage the complete RMA lifecycle for servers, blades, storage, networking equipment, and other enterprise data center hardware, from return initiation and vendor authorization through shipment, repair, replacement, tracking, and final closure.
• Coordinate physical hardware return logistics, including defective equipment shipments, replacement deliveries, return documentation, shipping arrangements, and tracking with OEMs, vendors, and logistics providers.
• Work closely with data center technicians and Cloud technical teams to gather the technical information, diagnostic logs, serial numbers, and documentation required by vendors to process hardware RMAs.
• Serve as the primary point of coordination between data center operations, Cloud technical teams, Supply Chain, procurement, and external suppliers to ensure timely issue resolution.
• Monitor vendor warranties, RMA statuses, turnaround times, and service-level agreements (SLAs), escalating delays or unresolved issues when necessary.
• Maintain accurate RMA records, asset information, and serial-number traceability using ERP, CRM, and inventory management systems.
• Support the development and ongoing management of spare parts inventory across data center sites, including stock levels, reorder points, inventory locations, and serial-number reconciliation.
• Prepare and maintain RMA forms, shipping documents, return logs, proof of delivery, and applicable import/export documentation.
• Develop and maintain RMA and inventory reports using Excel, tracking key performance indicators such as turnaround times, return rates, inventory levels, spare-part availability, and cost per RMA.
• Collaborate with Supply Chain and vendors to resolve warranty claims, credits, reimbursements, and shipping or inventory discrepancies.
• Identify opportunities to improve return logistics, reduce RMA cycle times, and strengthen inventory accuracy and operational efficiency.
• Help establish and improve standard operating procedures (SOPs), documentation, and training for technicians and regional teams as RMA and spare parts processes evolve.

What You Bring

• Approximately 5 years of hands-on experience managing Return Merchandise Authorization (RMA) processes, preferably involving enterprise IT hardware, servers, storage, networking equipment, or data center operations.
• Demonstrated experience coordinating end-to-end hardware returns, repairs, replacements, vendor authorizations, shipping logistics, and RMA closure.
• Professional experience in a relevant technical hardware environment, such as enterprise IT hardware, server or networking equipment manufacturers, data centers, cloud infrastructure, IT hardware maintenance, or technology-focused reverse logistics.
• A foundational understanding of server, storage, networking, and GPU hardware, including familiarity with enterprise hardware components and their role in data center infrastructure.
• Experience working with OEMs, vendors, or hardware service providers to manage warranty claims, replacement processes, and return requirements.
• Strong Excel skills, including experience with reporting, data consolidation, VLOOKUP, pivot tables, and inventory or operational tracking.
• Experience using ERP, CRM, or similar systems to manage RMA transactions, inventory records, or hardware asset information.
• Excellent organizational skills and attention to detail, with the ability to independently manage multiple concurrent RMAs, priorities, and deadlines.
• Strong written and verbal communication skills, including the ability to coordinate effectively with technical teams, external vendors, and stakeholders across different time zones.
• A proactive, hands-on approach to problem-solving, with the flexibility to adapt to changing processes, systems, and business needs.

Strongly Preferred

• Direct RMA experience involving GPU/AI servers, high-density computing systems, or hyperscale data center hardware.
• Experience working with server, storage, or networking OEMs; hyperscalers; cloud or colocation providers; third-party hardware maintenance providers; IT asset disposition (ITAD) companies; or IT hardware-focused reverse logistics providers.
• Experience managing spare parts inventory, asset tagging, stock reconciliation, and serial-number tracking.
• Experience helping establish or improve RMA procedures, spare parts programs, workflows, or SOPs.
• Familiarity with international shipping, customs documentation, and applicable hazardous materials shipping requirements.
• Experience developing RMA or inventory KPI reports and dashboards.
• Familiarity with NetSuite, Jira, or similar ERP and issue-tracking systems.
• Relevant technical or supply chain certifications, such as CompTIA A+/Server+, APICS CPIM/CSCP, or applicable dangerous goods shipping certifications.

Why Join 5C Data Centers?

At 5C, we believe great people build great companies. You'll build a rewarding career while helping shape the future of digital infrastructure - one of the fastest-growing industries in the world.

Build a rewarding career in one of the world's fastest-growing industries.

Industry Leadership

Help power the infrastructure behind AI and high-performance computing.

Your ideas matter - we empower employees to help shape our future.

Competitive pay plus meaningful, lasting impact on the work you do.

Life at 5C

We're more than a workplace - we're a team of builders, innovators, and problem-solvers united by a shared purpose: creating infrastructure that powers the technologies transforming our world. Your voice matters here, and we encourage fresh ideas at every level.

5C Data Centers is an equal opportunity employer.

We celebrate diversity and are committed to creating an inclusive environment where everyone can thrive. 5C evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, disability status, or any other legally protected characteristic.