Duties and responsibilities

Procurement & strategic sourcing

• Source, purchase, and manage MRO materials, spare parts, services, tools, consumables, and maintenance supplies.
• Obtain quotations, negotiate pricing, lead times, and commercial terms with suppliers.
• Create and manage purchase orders from requisition through receipt and invoice reconciliation.
• Expedite critical orders to support maintenance and production requirements.
• Develop and maintain strategic supplier relationships to improve service, quality, and cost performance.
• Evaluate supplier performance and identify opportunities for continuous improvement and cost reduction.
• Establish alternate sourcing strategies for critical and long lead-time components.
• Support annual budgeting and spend management initiatives related to maintenance materials.

Spare parts & inventory management

• Manage maintenance spare parts inventory to ensure optimal stock levels while minimizing excess inventory.
• Maintain inventory control procedures, reorder points, safety stock levels, and inventory policies.
• Identify and manage critical spare parts required to support plant operations.
• Conduct inventory reviews and support cycle count activities.
• Analyze inventory consumption trends and recommend stocking adjustments.
• Monitor inventory obsolescence and implement corrective actions to reduce excess inventory.
• Coordinate with Maintenance and Engineering on upcoming shutdowns, repairs, and capital projects requiring spare parts.

CMMS administration & parts database management

• Serve as the primary administrator and owner of the UpKeep CMMS spare parts inventory database.
• Build, maintain, and continuously improve a comprehensive maintenance parts database within UpKeep.
• Create and maintain spare part records, including part numbers, descriptions, manufacturer information, vendor information, lead times, unit costs, min/max inventory levels, storage locations, and criticality classifications.
• Develop and maintain equipment Bills of Materials (BOMs) for all production, utility, facility, and support equipment.
• Associate spare parts with equipment assets to improve maintenance planning and work order execution.
• Establish and maintain standardized naming conventions and inventory classification structures.
• Eliminate duplicate part records and ensure data integrity throughout the CMMS.
• Maintain accurate supplier, sourcing, and pricing information within UpKeep.
• Generate CMMS reports related to inventory performance, stockouts, consumption trends, and inventory valuation.
• Support the development of preventive maintenance job plans by ensuring required spare parts are linked to maintenance activities.

Maintenance collaboration & parts consumption management

• Partner closely with Maintenance Supervisors, Planners, Technicians, and Engineers to maximize the effectiveness of UpKeep.
• Ensure maintenance teams utilize UpKeep work orders for recording spare parts consumption and inventory transactions.
• Establish standardized processes for issuing, returning, and consuming maintenance parts through the CMMS.
• Train maintenance personnel on proper inventory transaction procedures and CMMS best practices.
• Monitor technician compliance with parts consumption reporting requirements.
• Audit maintenance work orders to ensure spare parts usage is accurately captured and recorded.
• Investigate inventory discrepancies and work with maintenance personnel to resolve transaction errors.
• Collaborate with maintenance leadership to improve work order discipline, inventory accuracy, and maintenance data quality.
• Support maintenance planning activities by ensuring required parts are available before scheduled preventive maintenance and repair activities.
• Act as the primary liaison between Supply Chain, Maintenance, Engineering, and Operations regarding spare parts management.

Parts forecasting & planning

• Analyze historical usage data, equipment maintenance trends, and production schedules to forecast future parts requirements.
• Identify long-lead-time or high-risk components and develop proactive stocking strategies.
• Collaborate with Production, Maintenance, and Engineering to anticipate parts needed for preventive maintenance, shutdowns, and equipment upgrades.
• Recommend adjustments to safety stock levels based on consumption patterns, equipment reliability, and seasonal production demands.
• Support budgeting and cost-planning activities by projecting quarterly and annual parts consumption and spend.

Safety & compliance

• Support audits and compliance requirements related to inventory, storage, and maintenance operations.
• Maintain compliance with all company safety standards, OSHA requirements, and Lockout/Tagout (LOTO) procedures.
• Participate in safety audits, inventory audits, and compliance reviews as required.

Continuous improvement

• Analyze recurring part failures and consumption trends to identify opportunities for equipment reliability improvements.
• Identify opportunities to improve equipment reliability, reduce downtime, and lower maintenance costs.
• Promote lean maintenance practices and support company-wide improvement initiatives.
• Assist in standardizing spare parts and reducing obsolete inventory.

Qualifications

• Diploma or Bachelor's degree in Supply Chain, Logistics, Mechanical/Electrical Engineering, or a related field (or equivalent work experience).
• 3+ years of experience in parts coordination, inventory control, warehouse operations, or maintenance support.
• Strong knowledge of mechanical, electrical, pneumatic, and automation systems.
• Experience with CMMS software and maintenance planning best practices.
• Excellent leadership, communication, record keeping, and organizational skills.
• Ability to read and interpret technical drawings, schematics, and manuals.
• Basic computer skills (MS Excel, inventory software).
• Ability to work closely with cross-functional teams.
• Commitment to workplace safety and continuous improvement.

Key performance indicators (KPIs)

• CMMS inventory accuracy: 95%.
• Critical spare availability: 95%.
• Parts issue response time: under 10 minutes during work hours.
• PM kit completion rate: 95%.
• Storeroom organization score: above 90%.
• Parts forecasting accuracy: above 80%.
• Safety compliance rate and incident frequency in line with American Nitrile's KPI targets.

Working conditions