Maintenance Procurement Specialist

About the role

The Maintenance Spare Parts Procurement Specialist supports maintenance, reliability, utilities, facilities, and production-support teams within a life sciences manufacturing environment. This role is responsible for sourcing and coordinating the purchase of maintenance spare parts, repair components, consumables, and replacement assemblies while maintaining accurate part, supplier, cost, and inventory data in IBM Maximo and JDE.

Responsibilities

• Manage vendor-managed inventory (VMI) activity, with primary day-to-day coordination of the Grainger account, including replenishment support, issue follow-up, and account coordination.
• Manage and support the Rockwell Parts Management Agreement (PMA), including order coordination, agreement follow-up, part availability, supplier communication, and issue escalation.
• Investigate, coordinate, and resolve spare parts invoicing issues, including pricing discrepancies, purchase order mismatches, receiving issues, freight/tax questions, and accounts payable holds.
• Create, submit, and follow up on vendor workflow requests needed to correct, update, activate, or maintain supplier/vendor account information.
• Order non-critical, non-stocked, or non-spare parts for Facility Maintenance as assigned while maintaining proper procurement approvals and documentation.
• Develop sourcing options for critical, obsolete, long-lead, high-usage, and sole-source parts.
• Coordinate warranty claims, repair orders, returns, replacements, core exchanges, and supplier follow-up.
• Inventory Optimization and Storeroom Support
• Review usage history, lead time, equipment criticality, maintenance demand, and production risk to recommend min/max levels, reorder points, and stocking strategy.
• Support inventory accuracy through item master cleanup, duplicate reduction, catalog standardization, obsolete item review, and part rationalization.
• Partner with Maintenance, Reliability, Planning/Scheduling, and Engineering to forecast planned maintenance parts demand.
• Maintain accurate spare parts data in IBM Maximo, including descriptions, manufacturer names, manufacturer part numbers, supplier information, units of measure, costs, storeroom locations, inventory balances, reorder data, and equipment associations.
• Support JDE procurement and inventory activities, including supplier records, purchase order details, receiving follow-up, inventory inquiries, and invoice matching support.
• Investigate and resolve spare parts invoicing issues, including purchase order discrepancies, receiving mismatches, pricing variances, supplier account issues, and accounts payable holds.
• Raise and track vendor workflow requests needed to correct, update, activate, or maintain supplier/vendor account information.
• Validate that Maximo and JDE records remain aligned where process handoffs, manual entry, or system limitations create data-risk points.
• Create, revise, or support spare parts records according to site procedures, data standards, and approval requirements.
• Maintain supporting documentation such as supplier quotes, technical data sheets, manuals, catalog references, drawings, photos, and supplier communications.
• Technical Parts Identification Work with technicians, planners, engineers, and suppliers to identify the correct spare part using manuals, drawings, BOMs, nameplates, photos, equipment records, and vendor catalogs. Verify technical attributes such as model, serial number, size, voltage, horsepower, material of construction, seal type, sanitary connection, calibration requirement, connection type, and compatibility requirements. Research replacement parts, superseded part numbers, cross-references, approved alternatives, and OEM-recommended substitutions. Support equipment standardization and spare parts rationalization efforts where common parts can reduce operational risk and inventory burden. Escalate unclear or high-risk substitutions to the appropriate technical owner before purchase, item setup, or installation support.
• Supplier and Stakeholder Coordination Build and maintain working relationships with OEMs, authorized distributors, repair vendors, and approved suppliers. Monitor supplier responsiveness, lead-time reliability, quote accuracy, delivery performance, documentation quality, and issue resolution. Serve as a coordination point between Maintenance, Reliability, Planning/Scheduling, Storeroom, Procurement, Finance, Quality, EHS, and suppliers. Communicate order status, part availability, delivery risks, and issue resolution clearly and timely. Support preferred supplier usage, consolidated purchasing opportunities, repair programs, and vendor-managed inventory opportunities where appropriate. Coordinate vendor-managed inventory activity, with primary support for the Grainger account, and assist with issue resolution, replenishment follow-up, and supplier communication. Manage and support Rockwell Parts Management Agreement (PMA) activity, including supplier follow-up, order coordination, part availability, and escalation of unresolved issues. Serve as the Spare Parts team point of contact with Purchasing and Finance for invoice, vendor account, purchase order, receiving, and payment-related issue resolution.

Qualifications

• High school diploma or equivalent required.
• 3 to 5 years of experience in spare parts procurement, MRO purchasing, storeroom operations, inventory management, maintenance planning, or a related industrial support function.
• Experience supporting maintenance, facilities, utilities, or manufacturing operations in an industrial, regulated, or life sciences environment.
• Working knowledge of CMMS and ERP systems, preferably IBM Maximo and JDE; ability to learn, navigate, and support future ERP/CMMS transitions, including SAP implementation readiness.
• Ability to research and verify part specifications using drawings, manuals, BOMs, nameplates, photos, supplier catalogs, and vendor technical resources.
• General understanding of mechanical, electrical, controls, instrumentation, HVAC, utility, facility, or process-support components.
• Strong attention to detail with the ability to maintain accurate item, supplier, cost, inventory, and procurement data.
• Ability to prioritize urgent requests while balancing routine purchasing, data cleanup, supplier follow-up, and inventory support work.
• Proficiency with Microsoft Office tools, especially Excel, Outlook, and Teams; must be able to use Excel for sorting, filtering, lookups, pivot tables, conditional formatting, data reconciliation, and basic reporting.
• Ability to work with SQL queries, CMMS/ERP reports, Power Query, Power BI, or similar data analysis tools to extract, compare, validate, and interpret data.