Maintenance Clerk

Key Responsibilities

Maintenance Parts & Inventory

• Order, receive, organize, and track maintenance parts, tools, equipment, and supplies.

• Maintain accurate inventory records, including part numbers, descriptions, quantities, and storage locations.

• Assist maintenance technicians in identifying and locating appropriate replacement parts and materials.

• Monitor stock levels and coordinate replenishment of commonly used and critical maintenance items.

• Perform inventory counts and help resolve discrepancies.

• Track parts usage, returns, and inventory adjustments.

• Maintain organized maintenance parts and supply areas.

• Identify opportunities to improve inventory accuracy, material availability, and cost control.

Purchasing & Vendor Coordination

• Create and process purchase requisitions and purchase orders in accordance with company procedures.

• Communicate with vendors regarding pricing, availability, delivery dates, and order status.

• Obtain quotes, compare purchasing options, and assist with identifying cost-effective solutions.

• Follow up on outstanding orders and communicate delays to maintenance leadership.

• Coordinate with outside contractors, service providers, and equipment rental companies.

• Verify receipts, invoices, and purchase order information for accuracy.

• Assist with returns, credits, and invoice discrepancies.

• Maintain accurate vendor and purchasing records.

Preventive Maintenance Program Administration

• Support the administration and ongoing maintenance of the plant's preventive maintenance (PM) program.

• Maintain PM schedules, equipment records, work order information, and related documentation in SAP or designated maintenance systems.

• Assist with generating, distributing, tracking, and administratively closing preventive maintenance work orders.

• Monitor scheduled versus completed preventive maintenance activities and follow up on outstanding or overdue work orders.

• Coordinate with maintenance leadership and technicians to ensure PM records are accurate and updated.

• Assist with updating PM task information, equipment records, and maintenance schedules as directed.

• Identify and communicate gaps in PM documentation, scheduling, or completion.

• Support consistent execution and documentation of the preventive maintenance program.

Maintenance Reporting & Data Management

• Prepare and maintain routine maintenance reports, spreadsheets, and performance summaries.

• Track preventive maintenance completion rates, overdue work orders, and maintenance activity.

• Generate reports related to maintenance purchasing, parts usage, inventory levels, and expenses.

• Maintain accurate data in SAP and other applicable systems to support reporting and analysis.

• Assist maintenance leadership with identifying trends, recurring issues, and opportunities for improvement.

• Provide timely reports and information to support maintenance planning, budgeting, and operational decisions.

Maintenance Administration

• Enter and maintain purchasing, inventory, and maintenance-related information in SAP and other company systems.

• Assist with maintenance work order documentation, updates, and administrative closeout.

• Maintain organized records of purchases, parts, vendor transactions, and maintenance activities.

• Support maintenance budget tracking and expense reporting.

• Prepare spreadsheets, reports, and other administrative documents.

• Coordinate administrative requirements for maintenance projects, contractors, and equipment services.

• Collaborate with Maintenance, Production, Purchasing, and Finance to support daily operations.

• Perform general clerical and administrative duties for the Maintenance Department.

Safety & Continuous Improvement

• Follow company safety policies and procedures when working in maintenance and production areas.

• Maintain clean, organized, and safe parts storage and work areas.

• Report material shortages, purchasing delays, and other concerns that may affect maintenance activities.

• Identify opportunities to improve inventory accuracy, purchasing efficiency, preventive maintenance tracking, and administrative processes.

• Support maintenance initiatives focused on equipment reliability, operational efficiency, and continuous improvement.

Qualifications

Required Qualifications

• High school diploma or GED.

• Two or more years of experience in purchasing, inventory control, parts management, maintenance administration, or a related position.

• Experience working with vendors, suppliers, or purchasing processes.

• Proficiency in Microsoft 365, particularly Excel and Outlook.

• Ability to research and identify parts using part numbers, descriptions, catalogs, or manufacturer information.

• Strong organizational skills and attention to detail.

• Ability to maintain accurate records, track activities, and prepare reports.

• Strong communication and problem-solving skills.

• Ability to manage multiple priorities and follow through on time-sensitive requests.

• Ability to learn and navigate maintenance management, purchasing, and inventory systems.

• Comfortable working onsite in an active manufacturing environment.

Preferred Qualifications

• Experience using SAP, particularly SAP Plant Maintenance (SAP PM), purchasing, or inventory functions.

• Previous experience supporting a manufacturing maintenance department.

• Experience administering or supporting a preventive maintenance program.

• Familiarity with maintenance work orders and computerized maintenance management systems (CMMS).

• Experience with industrial spare parts, automotive parts, or equipment parts management.

• Knowledge of mechanical, electrical, pneumatic, or hydraulic parts and supplies.

• Experience with purchase orders, invoice reconciliation, vendor coordination, and budget tracking.

• Intermediate Excel skills, including formulas, PivotTables, and data analysis.

• Experience preparing maintenance performance reports, including PM completion and overdue work orders.

What You'll Bring

• Organization: You maintain accurate records, keep materials organized, and manage competing priorities.

• Initiative: You take ownership of requests and follow through without constant supervision.

• Problem-solving: You can research parts, work with vendors, and find solutions when materials are difficult to locate.

• Technical curiosity: You enjoy learning about equipment, tools, and maintenance-related materials.

• Communication: You provide timely updates and work effectively with technicians, supervisors, and vendors.

• Teamwork: You understand how your responsibilities contribute to equipment reliability and production efficiency.

• Accountability: You take pride in accurate work, reliable reporting, and dependable service.

• Adaptability: You can adjust priorities when urgent maintenance needs arise.

Compensation & Benefits

Compensation: Pay range to be confirmed based on the approved position budget and qualifications.

Eligible employees receive a competitive benefits package that may include:

• Medical, dental, vision, and prescription coverage

• 401(k) with company match

• Paid time off and company holidays

• Life and disability insurance

• Tuition reimbursement

• Training and career development opportunities

Benefits are subject to applicable plan eligibility requirements.