The posting
Job Summary: This IC Administrator – D365 role is responsible for the daily execution and coordination of equipment and material returns processed through Microsoft Dynamics 365 Finance & Operations (D365 F&O). This role supports the end-to-end return process by reviewing return requests, validating transaction and supporting information, coordinating vendor return requirements, maintaining accurate return records, monitoring outstanding returns, and supporting the timely recovery of applicable credits. This role works closely with Procurement, Technical Operations, Warehouse Operations, Finance/Accounts Payable, vendors, and other business partners to ensure returns are processed accurately, documented appropriately, and progressed through resolution. This position is specifically focused on D365 return activity and does not own return processing within ConnectWise (CW). Roles & Responsibilities: D365 Return Execution
Execute and coordinate daily return activity within D365 F&O Review return requests and validate required information before initiating or progressing return activity. Research purchase orders, projects, inventory transactions, quantities, costs, and other relevant D365 information necessary to process returns. Maintain accurate return status and supporting information throughout the return lifecycle. Ensure return transactions are processed according to established Inventory Control procedures and system requirements. Monitor outstanding D365 returns and follows up on actions necessary to move returns toward completion.
Vendor Return Coordination:
Coordinate with Procurement, vendors, and internal stakeholders to obtain applicable return authorization information and return instructions. Maintain documentation associated with vendor return requirements, including applicable authorization numbers, shipping requirements, and supporting correspondence. Communicate return instructions to appropriate internal teams to support timely material movement. Follow up on outstanding vendor responses and escalate aging or unresolved return issues when necessary. Assist with resolving discrepancies involving quantities, part numbers, purchase orders, return eligibility, or other transaction details.
Return Shipment & Inventory Coordination:
Coordinate with Warehouse Operations regarding material identified for return. Ensure return documentation and instructions are available to support accurate shipment processing. Track return progress from authorization through shipment and applicable financial resolution. Research discrepancies between D365 records, physical return activity, and supporting documentation. Coordinate with appropriate teams when returned equipment requires additional review or disposition.
Credit Recovery & Financial Support:
Track applicable expected vendor credits associated with D365 returns. Monitor outstanding return activity requiring credit resolution or additional follow-up. Partner with Finance/Accounts Payable, Procurement, and Inventory Control to research return and credit discrepancies. Maintain accurate supporting information to assist with reconciliation of return transactions and vendor credits. Escalate aged or material credit issues in accordance with established processes. Support timely return resolution to help ensure applicable credits are recognized and returned to the appropriate project or business activity.
Return Exception Management:
Research incomplete, inaccurate, or conflicting information that prevents return processing. Coordinate with PMO, Procurement, Warehouse Operations, Finance/Accounts Payable, and other stakeholders to obtain required information. Maintain visibility of outstanding exceptions and follow through until resolution or escalation. Identify recurring return issues and communicate trends to Inventory Control leadership. Escalate high-value, aged, complex, or policy-related return issues when appropriate.
Transaction Accuracy & Documentation:
Maintain accurate D365 return records and supporting documentation. Ensure return activity is processed in accordance with established procedures and internal controls. Assist with reconciliation, audit research, and transaction validation as needed. Maintain documentation necessary to support return status, shipment activity, vendor communication, and applicable credits. Protect the integrity of return data used for operational and financial reporting.
Process Improvement & Reporting:
Support standardized D365 return procedures, work instructions, and documentation. Identify opportunities to improve return processing time, transaction accuracy, and visibility. Assist with testing or implementation of D365 enhancements affecting return workflows. Support reporting of return volumes, aging, status, expected credits, actual credits, and other applicable performance measures. Participate in process improvement initiatives related to D365 return execution and asset recovery.
Complexity: This role supports return transactions involving multiple projects, vendors, purchase orders, warehouses, return reasons, and financial outcomes within D365 F&O. Return activity may require research across multiple transactions and coordination with several internal and external stakeholders before resolution. The role requires strong attention to detail, organization, persistence, and the ability to manage a high volume of active returns at different stages of completion. This role must balance timely execution with transaction accuracy because return processing can directly affect project credits, inventory visibility, vendor recovery, and financial reporting. Decision Making Authority:
Determine whether sufficient information is available to progress routine D365 return activity in accordance with established procedures. Research and resolve routine transactional discrepancies. Request additional information or documentation when return requirements have not been met. Coordinate standard return actions with vendors and internal stakeholders. Escalate complex, high-value, aged, financial, system, or policy-related exceptions to Inventory Control leadership. Recommend process improvements based on recurring return issues and operational trends.
Experience & Competency:
Experience in returns coordination, RMA processing, inventory control, supply chain operations, procurement support, order management, or a related operational function. Experience working in an ERP-driven supply chain environment. Experience researching purchase orders, inventory transactions, project information, or vendor records. Experience coordinating with vendors and internal business partners to resolve transactional issues.
Required Skills / Qualifications:
Strong attention to detail and commitment to transaction accuracy. Strong organizational, prioritization, and follow-through skills. Ability to manage a high volume of open returns at different stages of completion. Ability to research transactional discrepancies and identify appropriate next steps. Ability to work independently while collaborating effectively across departments.
Preferred Skills / Qualifications:
Experience 1-2 Years Experience with Microsoft Dynamics 365 Finance & Operations (D365 F&O). Experience processing vendor RMAs or project-related material returns. Familiarity with purchase order, inventory, warehouse, and financial workflows within D365.
Education: Bachelor's Degree An equivalent combination of relevant professional experience, training, demonstrated system knowledge, and operational expertise will be considered.
