Warehouse Specialist
Location: Galveston, TX
On Grid Infrastructure Services is seeking a Warehouse Specialist in Galveston, TX.
Roles, Responsibilities & Expectations (RRE)
1. Purpose
The Warehouse Specialist is responsible for ensuring the refinery maintains accurate inventory records, effective material control, timely material availability, and efficient warehouse operations. This position serves as the primary focal point for receiving, stocking, issuing, counting, and managing refinery materials, spare parts, consumables, and maintenance inventory.
The Warehouse Specialist owns warehouse inventory accuracy within the CMMS, supports maintenance and operations through timely material fulfillment, coordinates warehouse replenishment activities, and prepares purchase requisitions and purchase orders for warehouse restocking. The role works closely with Maintenance, Operations, Procurement, Reliability, Inspection, Engineering, and Accounting to ensure required materials are available to support refinery operations safely and efficiently.
2. Primary Roles & Responsibilities
Inventory Management & CMMS Administration
- Maintain accurate warehouse inventory records within the CMMS.
- Establish and maintain inventory locations, descriptions, units of measure, minimum and maximum stocking levels, and reorder points.
- Ensure all inventory transactions are accurately entered and completed in the CMMS.
- Track inventory usage trends and identify opportunities to optimize stock levels.
- Manage spare parts inventory for maintenance, reliability, and turnaround activities.
- Maintain accurate equipment bill-of-materials and spare parts information where applicable.
- Monitor and report obsolete, damaged, excess, or slow-moving inventory.
- Support inventory standardization initiatives and material master data quality.
Material Receiving & Inspection
- Receive all incoming materials, equipment, consumables, and spare parts.
- Verify receipts against purchase orders, packing slips, and shipping documentation.
- Inspect incoming materials for quantity, quality, and damage.
- Coordinate resolution of receiving discrepancies with Procurement and vendors.
- Ensure received materials are properly labeled, documented, and stored.
- Process material receipts promptly to ensure accurate inventory availability.
Warehouse Operations
- Maintain a safe, clean, organized, and efficient warehouse.
- Ensure inventory is properly stored and protected from damage, contamination, deterioration, or loss.
- Manage warehouse locations and storage systems to maximize efficiency.
- Issue materials to maintenance, operations, contractors, and project teams.
- Maintain accurate records of inventory withdrawals, returns, and transfers.
- Coordinate staging of materials for planned maintenance activities and turnaround work.
- Support after-hours and emergency material requests as required.
Purchasing & Inventory Replenishment
- Monitor inventory levels and identify replenishment requirements.
- Prepare purchase requisitions and purchase orders for warehouse stock replenishment.
- Coordinate with Procurement to ensure timely ordering of materials.
- Follow up on open purchase orders and delivery commitments.
- Track critical and long-lead material requirements.
- Assist in identifying alternate suppliers and sourcing opportunities.
- Support vendor performance monitoring related to inventory availability and delivery reliability.
Cycle Counts & Inventory Audits
- Develop and execute routine cycle count programs.
- Perform scheduled physical inventory counts.
- Investigate and resolve inventory discrepancies.
- Maintain inventory accuracy targets through ongoing verification activities.
- Support financial inventory audits and year-end inventory counts.
- Provide inventory documentation and reports as required.
Maintenance & Turnaround Support
- Coordinate material readiness for planned maintenance activities.
- Support maintenance planners in identifying and staging required materials.
- Assist with spare parts planning for outages, turnarounds, and capital projects.
- Coordinate receipt and storage of project materials.
- Ensure maintenance activities are not delayed due to material availability issues.
- Communicate material shortages and delivery risks to maintenance leadership.
Warehouse Safety & Compliance
- Comply with all refinery safety policies and procedures.
- Maintain proper storage and handling of hazardous materials.
- Ensure warehouse activities comply with OSHA requirements and company standards.
- Maintain Safety Data Sheet (SDS) accessibility and storage requirements.
- Participate in audits, inspections, toolbox meetings, and safety programs.
- Operate forklifts and warehouse equipment safely and responsibly.
- Report hazards, incidents, and near misses immediately.
Reporting & Documentation
- Maintain accurate receiving, issuing, inventory, and purchasing records.
- Generate inventory usage and warehouse performance reports.
- Provide inventory status updates to refinery leadership.
- Track key inventory metrics and identify improvement opportunities.
- Maintain documentation supporting inventory transactions and audits.
3. Key Internal Relationships
The Warehouse Specialist routinely collaborates with:
- Maintenance Superintendent
- Maintenance Planner/Coordinator
- Mechanical Reliability Engineer
- Operations Leadership
- Procurement & Supply Chain
- Inspection Department
- Engineering Department
- Accounting Department
- Capital Projects Team
- Contractors and Suppliers
4. Qualifications
Education
- High school diploma or GED required.
- Associate degree in Supply Chain, Logistics, Business, or a related field preferred.
Experience
- Minimum 3 years of warehouse, inventory control, or materials management experience in refining, petrochemical, industrial manufacturing, terminal, pipeline, or related industries.
- Experience using CMMS platforms such as Maximo, SAP, Oracle, Fiix, or similar systems preferred.
- Experience with inventory purchasing and purchase order preparation preferred.
Knowledge & Skills
- Strong inventory control and warehouse management knowledge.
- Understanding of maintenance spare parts and industrial materials.
- Familiarity with procurement and purchasing processes.
- Strong organizational and documentation skills.
- Proficiency with CMMS systems and Microsoft Office applications.
- Ability to analyze inventory trends and identify stocking requirements.
- Strong communication and cross-functional coordination abilities.
- Detail-oriented with a high level of accuracy.
Certifications
Preferred:
- Forklift Certification
- OSHA 10-Hour or OSHA 30-Hour
- APICS/CPIM coursework or certification