Returns Coordinator / Buyer Assistant

Key Responsibilities

Returns Management

• Process all customer and vendor return authorizations from initiation through resolution
• Coordinate with warehouse staff to inspect, sort, and disposition returned merchandise .
• Track return status and follow up on outstanding RMAs to prevent aging inventory
• Communicate with customers, sales staff, and vendors to resolve return discrepancies, damages, or shortages
• Issue credits and coordinate with accounting to ensure returns are properly reflected in financial records
• Maintain accurate return documentation and reporting for audit purposes

Cycle Counting

• Perform scheduled and ad hoc cycle counts to maintain inventory accuracy
• Investigate and resolve count discrepancies, identifying root causes (receiving errors, mis-picks, data entry issues, etc.)
• Adjust inventory records in P21 following established approval procedures
• Support annual physical inventory as needed

New Part Setup & Pricing Maintenance

• Create and maintain new item records in P21, including item descriptions, units of measure, vendor cross-references, and product classifications
• Set up and update purchase pricing, cost tiers, and vendor pricing agreements
• Audit existing item records periodically to catch and correct pricing or setup errors
• Coordinate with purchasing and sales teams to confirm new item requirements before setup

Supplier Expediting

• Monitor open purchase orders and proactively follow up with suppliers on order status, lead times, and delays
• Escalate at-risk orders to the Purchasing Manager and communicate updates to affected internal stakeholders (sales, warehouse, customer service)
• Maintain accurate PO records in P21, updating expected ship/receipt dates as new information comes in
• Build and maintain working relationships with key suppliers to improve responsiveness and reliability

Qualifications

• 2+ years of experience in purchasing, inventory control, returns processing, or a related supply chain function
• Experience with Prophet 21 (P21) or similar ERP/distribution software strongly preferred
• Strong Excel skills; comfortable working with data to spot trends and errors
• Excellent attention to detail and organizational skills
• Clear, professional communication skills for working with vendors, customers, and internal teams
• Ability to prioritize and manage multiple ongoing tasks in a fast-paced environment
• Experience in wholesale distribution, industrial products, or a similar industry is a plus
• High school diploma or equivalent required; associate's or bachelor's degree in business, supply chain, or related field preferred

Physical Requirements

• Ability to occasionally lift 50 lbs when inspecting or handling returned merchandise
• Comfortable spending part of the day on the warehouse floor and part at a desk/computer