Maintenance Administrator

MAINTENANCE ADMINISTRATOR

Department: Engineering

Reports To: Senior Engineering Manager

FLSA Status: Salary, Exempt

Schedule: Normal Time 

Jobsite: Indianapolis, Indiana 46225

POSITION SUMMARY

The Maintenance Administrator is responsible for managing maintenance inventory, coordinating spare parts procurement, maintaining inventory accuracy, and supporting maintenance planning and scheduling. This role works closely with engineering, maintenance teams and external vendors to ensure parts availability, cost control, and efficient maintenance operations.

ABOUT THE COMPANY

Bila Solar is driving the next generation of American solar innovation by transforming domestic solar production from our headquarters in Indianapolis, Indiana—strengthening the U.S. supply chain and creating advanced manufacturing jobs in clean energy. Led by experienced industry veterans, Bila Solar produces high-performance solar modules, including a U.S.-made 550W dual-glass module and an innovative ultralight 520W module designed for commercial rooftops and low-load-bearing structures.

At Bila Solar, we do not simply make solar panels—we make an impact.

KEY RESPONSIBILITIES

• Spare Parts Inventory Management: Maintain accurate inventory records, monitor stock levels, and ensure critical spare parts are available when needed.
• Ordering and Procurement: Establish and manage weekly ordering routines, coordinate replenishment, and track purchase orders through delivery.
• Inventory Control: Perform routine cycle counts, investigate inventory discrepancies, and maintain accurate inventory records.
• Stockroom Organization: Maintain an organized, clean, and efficient stockroom in accordance with 5S principles.
• Inventory Planning: Establish and maintain minimum and maximum inventory levels based on usage, lead times, criticality, and maintenance requirements.
• Vendor Management: Communicate with suppliers, research sourcing options, coordinate outsourcing as needed, and monitor order status and delivery timelines.
• Cost Management: Obtain and compare vendor quotes, negotiate pricing, and identify opportunities to reduce procurement costs.
• Maintenance Planning Support: Maintain maintenance schedules, analyze maintenance data, and assist with planning activities to improve equipment reliability and operational efficiency.
• CMMS Administration: Set up, maintain, and update the Computerized Maintenance Management System (CMMS), including inventory records, spare parts information, and maintenance schedules.
• Reporting and Documentation: Maintain accurate purchasing, inventory, and maintenance documentation and prepare reports as needed.
• Additional Duties: Perform other duties as assigned to support maintenance and operational objectives.

QUALIFICATIONS 

• Minimum of 5 years of experience in maintenance administration, maintenance inventory control, MRO procurement, or a similar role.
• High school diploma, GED, or equivalent required; additional education or relevant training is a plus.
• Experience using a Computerized Maintenance Management System (CMMS).
• Strong attention to detail and a high level of accuracy in inventory management and recordkeeping.
• Experience with inventory control, cycle counting, stock replenishment, and purchasing processes.
• Strong organizational, time-management, and prioritization skills.
• Effective written and verbal communication skills, including vendor and supplier coordination.
• Ability to research suppliers, compare pricing, track orders, and support cost-saving initiatives.
• Proficiency in Microsoft Office, particularly Excel, and general computer-based recordkeeping.
• Ability to work independently and collaboratively with maintenance, purchasing, and operations teams.
• Knowledge of 5S principles and organized stockroom practices preferred. 

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

• Regularly work in both office and manufacturing-floor environments.

• Frequently stand and walk for extended periods while observing or supporting production processes.

• Occasionally bend, stoop, kneel, crouch, climb, reach, and work near manufacturing equipment.

• Occasionally lift or carry up to 40 pounds.

• May be exposed to noise, moving equipment, temperature variation, chemicals, and other conditions typical of an industrial manufacturing facility.

• Must follow all PPE, Lockout/Tagout, safety, and clean-work-area requirements.

BENEFITS

Bila Solar offers a family-oriented culture paired with the excitement and opportunity of a growing advanced-manufacturing business. Our comprehensive benefits package includes subsidized medical, dental, and vision insurance; a 401(k) retirement plan with company match; life and AD&D insurance; paid time off and holidays; an employee assistance program; and opportunities for career advancement and professional development.