Maintenance / SAP User Clerk & Accounts Payable
Department
Maintenance
Reports To
Maintenance Manager / Maintenance Team Leader
Position Summary
The Maintenance Clerk provides administrative, clerical, and document control support to the Maintenance Department. This position is responsible for maintaining maintenance records, processing work order documentation, managing controlled documents, and ensuring accurate record retention and compliance with company procedures and regulatory requirements as needed. The SAP User Clerk is also responsible for processing Service Entry Sheets (SES) within SAP for Maintenance Department invoices. This role serves as a key liaison between Maintenance, Accounts Payable (AP), Material Coordinators, and vendors to ensure invoice accuracy, proper documentation, and timely payment processing. The position requires strong attention to detail, organizational skills, and the ability to verify purchase orders, service completion, and supporting documentation before processing entries in SAP.
Essential Duties and Responsibilities
Maintenance Administration
- Create, update, and close maintenance work orders within the Computerized Maintenance Management System (CMMS).
- Maintain equipment maintenance histories, repair records, inspection records, and preventive maintenance documentation inside of work orders in SAP.
- Enter, verify, and audit maintenance data for accuracy and completeness.
- Generate maintenance reports, key performance indicators (KPIs), and departmental metrics as needed.
- Maintain electronic and hard-copy maintenance files and records.
- Provide clerical and administrative support to maintenance management and technicians.
SAP User Clerk - Service Entry & Invoice Processing
Key Responsibilities
- Create and process Service Entry Sheets (SES) in SAP for Maintenance Department service-related invoices.
- Review invoices for accuracy and completeness prior to processing.
- Verify that:
- The correct Purchase Order (PO) has been referenced.
- Invoice amounts match approved quotes and purchase requisitions.
- Services billed have been performed and properly authorized.
- Coordinate with the Accounts Payable (AP) team to resolve invoice discrepancies and ensure invoices meet payment requirements.
- Work closely with Maintenance personnel and Material Coordinators to obtain Proof of Delivery (POD) receipts and other supporting documentation.
- Attach all required supporting documents, including invoices, PODs, quotes, and related approvals, to the appropriate Service Entry Sheets within SAP.
- Monitor and follow up on outstanding documentation to prevent delays in invoice processing and vendor payments.
- Research and resolve issues related to purchase orders, service entries, receipt confirmations, and invoice mismatches.
- Maintain accurate electronic records and ensure compliance with company policies and audit requirements.
- Communicate with vendors, AP, and internal departments regarding invoice status and documentation requirements.
- Generate reports and assist with tracking invoice processing metrics when requested
Document Control
- Administer and maintain the maintenance department document control system.
- Create, organize, distribute, and archive maintenance-related documents, including:
- Standard Operating Procedures (SOPs)
- Preventive Maintenance Procedures
- Equipment Manuals
- Technical Drawings and Schematics
- Inspection Reports
- Calibration Records
- Safety and Compliance Documentation
- Ensure controlled documents are properly reviewed, approved, revised, and distributed.
- Maintain current document revisions and remove obsolete documents from circulation.
- Manage document retention and archival processes in accordance with company policies.
- Maintain document tracking logs and revision histories.
- Support internal and external audits by providing accurate and timely documentation.
Compliance and Recordkeeping
- Maintain regulatory, environmental, safety, and maintenance records.
- Ensure maintenance records comply with company policies and applicable standards.
- Assist in preparing documentation for audits, inspections, and compliance reviews.
- Support continuous improvement initiatives through effective record management and documentation control.
Communication and Coordination
- Serve as a point of contact for maintenance-related administrative inquiries.
- Prepare correspondence, reports, and presentations as requested.
- Facilitate communication between maintenance personnel and other departments regarding documentation and recordkeeping requirements.
Qualifications
Education
- High School Diploma or GED required.
- Associate degree in Business Administration, Industrial Technology, or related field preferred.
Experience
- Minimum of 2 years of administrative, clerical, or document control experience.
- Experience in a manufacturing, industrial, plant, or maintenance environment preferred.
- Experience with CMMS and document management systems preferred.
Knowledge, Skills, and Abilities
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and SharePoint).
- Strong document control and records management skills.
- Experience with CMMS software such as SAP (S/4HANA Version) (Mandatory) and Maximo (Preferred) systems.
- Excellent organizational and filing skills.
- Strong attention to detail and accuracy.
- Effective verbal and written communication skills.
- Ability to manage multiple priorities and meet deadlines.
- Knowledge of maintenance terminology and industrial equipment documentation preferred.
Physical Requirements
- Ability to sit, stand, and walk as required.
- Ability to occasionally lift up to 25 pounds.
- Ability to work in both office and industrial plant environments.