Rtv, Vendor Relations Coordinator

The Vendor Relations Coordinator manages the administrative execution of vendor return authorizations (RAs/RTVs), order workflows, and outbound shipping across ReturnPro's reverse logistics network. This role serves as a key operational partner to Vendor Relations, Facilities, Carriers, Vendors, and Clients-ensuring RA accuracy, vendor data integrity, policy compliance, and timely carrier execution across all facilities.

The position owns order creation, scheduling, system accuracy, and exception resolution, while managing ongoing vendor and client communication related to approvals, inspections, documentation, and discrepancies. The ideal candidate is highly organized, technically proficient, detail-oriented, and comfortable operating in a fast-paced, cross-functional environment.

Primary Responsibilities/Essential Functions

This job description in no way states or implies that these are the only duties to be performed by the teammate occupying this position.

Order Processing & Shipping Execution

• Create, manage, and monitor RTV/RA orders, manifests, pick lists, and outbound shipments.

• Ensure all orders are processed, shipped, and closed within required vendor and client timelines.

• Request, schedule, and follow up on carrier pickups; assign and maintain accurate trailer numbers.

• Address carrier delays, shipping exceptions, and execution issues to prevent credit or compliance risk.

• Ensure RTV docks accurately reflect approved, open, and in-process orders.

Scheduling & Communication

• Create, maintain, and finalize RLC shipping scheduling sheets using client-approved templates.

• Assign carriers and addresses and submit schedules for client approval and execution.

• Participate in daily shipping and Vendor Relations calls to review order status, risks, and priorities.

• Manage ongoing communication between facilities, carriers, vendors, and clients regarding RA status, pickups, inspections, and documentation.

• Communicate daily priorities and changes to RTV clerks and facility teams via Slack and email.

Systems & Data Administration

• Utilize internal systems (R1), vendor portals, and carrier platforms to execute RA and shipping workflows.

• Maintain accurate vendor data, return policies, shipping instructions, URLs, and contact information.

• Monitor RA, vendor, and order data integrity; identify and resolve discrepancies, duplicates, or conflicts.

• Support training and troubleshooting related to R1, RTV modules, and vendor workflows.

• Ensure SOPs, failsafes, and system processes are consistently followed to protect data accuracy and client credits.

Vendor & Client Support

• Support vendor policy updates, RA requirements, and scheduling of vendor inspections.

• Manage vendor and client back-and-forth related to approvals, missing information, discrepancies, and exceptions.

• Assist with client escalations related to RA accuracy, mis-shipments, missing items, and documentation issues.

• Provide operational feedback, reporting support, and execution updates to internal teams and clients.

Continuous Improvement

• Support automation initiatives and workflow enhancements tied to RA management and shipping execution.

• Provide feedback on system features and reporting needs to improve efficiency, scalability, and accuracy.

• Identify recurring issues in vendor compliance, RA execution, or data flow and escalate for resolution.