Position Summary

The Maintenance Procurement Clerk is responsible for supporting the Maintenance Department through procurement, inventory management, vendor coordination, and administrative functions. This position ensures maintenance personnel have the parts, materials, and services necessary to safely and efficiently maintain production equipment while maintaining accurate inventory records, purchase documentation, and CMMS data.

The ideal candidate is highly organized, customer-service oriented, and capable of managing multiple priorities in a fast-paced manufacturing environment.

Essential Duties and Responsibilities

Procurement & Purchasing

• Process purchase requisitions and create purchase orders for maintenance parts, tools, supplies, and contracted services.
• Obtain quotations and evaluate pricing, availability, and lead times from approved vendors.
• Coordinate with vendors regarding order status, backorders, expedited shipments, and delivery schedules.
• Monitor open purchase orders to ensure timely receipt of materials.
• Maintain vendor contact information and purchasing records.

Inventory & Storeroom Management

• Maintain accurate inventory levels for maintenance spare parts and consumables.
• Receive, inspect, and stock incoming maintenance materials.
• Issue parts to maintenance technicians and accurately record inventory transactions.
• Perform routine cycle counts and assist with annual physical inventories.
• Identify obsolete inventory and recommend inventory optimization opportunities.
• Ensure storeroom organization, cleanliness, and labeling standards are maintained.

CMMS Administration

• Maintain accurate spare parts information within the Computerized Maintenance Management System (CMMS).
• Update part numbers, equipment associations, vendor information, pricing, and stock quantities.
• Assist in maintaining preventive maintenance documentation and equipment records.
• Generate inventory and purchasing reports as requested.

Administrative Support

• Maintain maintenance documentation, manuals, drawings, and vendor literature.
• Track repair expenditures and assist with budget reporting.
• Coordinate outside service providers and maintain service records.
• Assist in preparing capital project and maintenance documentation.
• Support maintenance leadership with scheduling and administrative tasks as required.

Cross-Functional Coordination

• Work closely with Maintenance, Operations, Receiving, Warehouse, Purchasing, and Accounting to ensure efficient material flow.
• Communicate material shortages and delivery risks that could impact equipment reliability or production schedules.
• Assist during planned shutdowns and major maintenance events by ensuring required materials are available.

Qualifications

• High school diploma or GED required; Associate degree or technical training preferred.
• Minimum of 2 years of purchasing, inventory control, warehouse, or maintenance support experience in a manufacturing environment preferred.
• Experience with CMMS software (MaintainX preferred).
• Working knowledge of Microsoft Office, particularly Excel.
• Understanding of industrial maintenance parts, bearings, motors, drives, pneumatics, hydraulics, electrical components, and general MRO supplies is preferred.
• Experience with ERP or purchasing systems is a plus.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills.
• Excellent verbal and written communication.
• Ability to prioritize multiple assignments while meeting deadlines.
• High attention to detail and accuracy.
• Strong customer service mindset.
• Basic understanding of inventory management principles.
• Ability to interpret vendor quotations and technical product information.
• Ability to maintain confidentiality regarding purchasing and financial information.

Physical Requirements

• Ability to frequently walk between office, warehouse, and production areas.
• Ability to lift up to 40 pounds occasionally.
• Ability to operate standard office equipment and computer systems.
• Ability to stand, bend, reach, and climb ladders when accessing inventory.
• Must be able to work safely in a manufacturing environment while wearing required personal protective equipment (PPE).

Performance Measures

Success in this position will be measured by:

• Inventory accuracy
• Parts availability and stock-out reduction
• Purchase order turnaround time
• Vendor on-time delivery performance
• CMMS data accuracy
• Storeroom organization and housekeeping
• Maintenance customer satisfaction
• Cost savings through effective purchasing and inventory management
• Compliance with company safety and purchasing procedures

Work Location: In person