Parts Inventory & Purchasing

• Manage the ordering of maintenance parts, supplies, and equipment for bakery production, packaging, warehouse, and facility operations.
• Research vendors and obtain competitive pricing while ensuring quality and delivery requirements are met.
• Create purchase orders in the company purchasing system and communicate order status to requesting personnel.
• Receive, verify, and process incoming maintenance parts and materials.
• Maintain accurate inventory records and organize the maintenance storeroom.
• Monitor inventory levels and replenish critical spare parts to minimize production downtime.
• Work with approved vendors to negotiate pricing and delivery schedules.
• Coordinate vendor visits and service provider access to the facility.
• Maintain documentation for Accounts Payable and ensure invoices are processed timely.
• Support maintenance budget tracking and provide weekly spending reports to the Maintenance Manager.
• Alert management when spending approaches established budget limits.

Preventive Maintenance & Work Order Administration

• Generate and schedule preventive maintenance (PM) work orders within the Computerized Maintenance Management System (CMMS).
• Maintain monthly PM schedules and distribute work orders to the maintenance team.
• Track completion of PMs and communicate overdue or incomplete tasks to maintenance leadership.
• Enter work order data accurately, including technician notes, labor hours, equipment information, and follow-up requirements.
• Create corrective work orders based on findings from preventive maintenance inspections.
• Close completed work orders and maintain accurate maintenance records.
• Scan, file, and organize maintenance documentation electronically and in hard-copy format as required.
• Generate maintenance performance reports, PM compliance reports, and inventory reports.
• Maintain equipment asset information and spare parts records within the CMMS.

Administrative Support

• Prepare reports and maintenance metrics for management review.
• Assist with maintenance audits, food safety audits, and regulatory inspections by providing required documentation.
• Maintain organized records consistent with company, food safety, and regulatory requirements.
• Support continuous improvement efforts within the maintenance department.
• Perform other duties as assigned.

Qualifications

Education

• High School Diploma or GED required.
• Associate degree in Business Administration, Supply Chain, Industrial Maintenance, or related field preferred.

Experience

• Minimum three (3) years of experience in maintenance administration, purchasing, inventory control, parts coordination, or related manufacturing support role.
• Food manufacturing or industrial manufacturing experience preferred.
• Experience using a CMMS and purchasing/inventory systems preferred.

Skills & Competencies

• Strong proficiency in Microsoft Office, including Excel, Outlook, and Word.
• Accurate data entry and typing skills.
• Strong organizational and recordkeeping abilities.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple tasks in a fast-paced manufacturing environment.
• Strong attention to detail and follow-through.
• Basic understanding of maintenance operations, spare parts inventory, and purchasing processes.
• Ability to work effectively with maintenance, production, purchasing, and accounting personnel.

Work Environment

• Manufacturing and bakery production environment.
• Frequent interaction with maintenance personnel, vendors, and plant leadership.
• May require occasional walking through production and warehouse areas.
• Must comply with all safety, GMP, food safety, and company policies.

Physical Requirements

• Ability to sit, stand, walk, bend, and reach throughout the workday.
• Ability to lift up to 25 pounds occasionally.
• Ability to use computers and office equipment for extended periods.