RMA Processing Clerk

Matrix designs, manufactures, and sells innovative technological products that help keep people safe. Originally focused on the underground coal mining industry, Matrix has expanded into new industrial markets in the United States and globally.

We are currently seeking a detail-oriented Processing Clerk to join our RMA (Return Material Authorization) Department. The Processing Clerk is responsible for processing documentation and transactions that support the daily operations of the RMA Department. This role works closely with customers, internal departments, and technical staff to ensure accurate records, efficient workflows, and an exceptional customer experience. The ideal candidate will be highly organized, possess strong communication skills, and be comfortable working with multiple software systems, including Oracle, Ariba, and Microsoft Office applications. This position works in a team environment at our home office in Newburgh, IN. This is not a remote position.

This position reports to the Customer Success Manager and takes Direction from the RMA Team Lead.

Duties and Responsibilities

• Process customer documentation, including:
  • Warranty evaluations
  • Sales orders
  • Beyond Economical Repair (BER) determinations and warranty replacements

• Process internal non-conforming and quality-related units.
• Maintain customer-specific requirements and documentation within Ariba.
• Enter inventory transfers and transactions into NetSuite.
• Create and process CEP (Direct Exchange) sales orders.
• Coordinate the movement of finished goods from manufacturing and warehouse areas for processing.
• Process OmniPro units for customer exchange programs.
• Perform routine inventory cycle counts and maintain inventory accuracy.
• Create and manage Return Material Authorizations (RMAs).
• Provide customer service and support related to RMA activities.
• Collaborate with team members and participate in cross-training within the RMA Department.
• Support departmental goals and assist with additional administrative and operational tasks as assigned.

Qualifications & Competencies

• High school diploma or GED required.
• Previous experience processing paperwork or administrative documents preferred.
• Strong data entry skills with a high degree of accuracy and attention to detail.
• Basic clerical and administrative experience.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Ability to work effectively in a team-oriented environment.
• Proficiency in Microsoft Office applications; experience with Oracle and/or Ariba is a plus.
• Ability to manage multiple tasks and prioritize work in a fast-paced environment.

Working Conditions

• Working conditions are in a climate-controlled office environment.

Physical Requirements

The employee is occasionally required to stand; walk and stoop, or crouch. The employee may need to lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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