What are the responsibilities and job description for the Admin Distribution Maintenance position at ADUSA Transportation?
Category/Area of Expertise: Distribution
Job Requisition: 495758
Address: USA-PA-York-4875 Susquehanna Trail
Store Code: DC York Grocery PA (5107276)
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Admin Distribution Maintenance
Position Summary
Admin Distribution Maintenance (Maintenance Parts & Inventory Clerk) supports maintenance operations by ensuring parts and supplies are ordered, received, stocked, and accurately recorded so break/fix and emergency repairs can be completed without delay. The role is primarily desk-based with frequent movement in the parts room and receiving areas and includes required forklift operation. Ideal candidates are detail-oriented, reliable with follow-through, comfortable working with vendors and carriers, and able to adapt in an environment where not every situation has a written procedure.
Essential Duties And Responsibilities
Purchasing / Ordering
Job Requisition: 495758
Address: USA-PA-York-4875 Susquehanna Trail
Store Code: DC York Grocery PA (5107276)
null
Admin Distribution Maintenance
Position Summary
Admin Distribution Maintenance (Maintenance Parts & Inventory Clerk) supports maintenance operations by ensuring parts and supplies are ordered, received, stocked, and accurately recorded so break/fix and emergency repairs can be completed without delay. The role is primarily desk-based with frequent movement in the parts room and receiving areas and includes required forklift operation. Ideal candidates are detail-oriented, reliable with follow-through, comfortable working with vendors and carriers, and able to adapt in an environment where not every situation has a written procedure.
Essential Duties And Responsibilities
Purchasing / Ordering
- Request quotes and perform price checks for maintenance parts and supplies.
- Create and manage purchase orders using the site purchasing process and systems.
- Track open orders and coordinate with vendors/carriers to support timely delivery.
- Maintain clear communication with maintenance regarding order status and exceptions when time-sensitive.
- Receive daily deliveries from carriers and vendors; verify part number, quantity, and condition against paperwork and orders.
- Operate a forklift to unload, stage, and move material; stock parts into proper storage locations.
- Post receipts and update records promptly per site process.
- Identify and coordinate resolution of receiving discrepancies including wrong shipments, damaged parts, and shortages.
- Maintain receiving and storage areas in an organized condition to prevent lost or misplaced materials.
- Maintain accurate inventory records in the maintenance inventory system.
- Enter required inventory transactions and adjustments; communicate discrepancies for supervisor review.
- Support cycle counts and periodic physical verification activities as assigned.
- Communicate with vendors regarding shipment status, backorders, returns, replacements, and credits.
- Coordinate corrections on discrepancies and track items through to resolution.
- Assist with invoice discrepancies when identified by matching order, receipt, and supporting documentation.
- Provide timely, professional support to maintenance mechanics; respond to parts requests and inquiries.
- Gather required information to support accurate ordering and receiving (part numbers, quantities, needed-by dates).
- Use judgment in situations not covered by written procedures and communicate decisions and issues appropriately.
- Use email and Microsoft 365 tools to communicate timely and accurately with internal and external contacts.
- Strong follow-through: consistently monitors open quotes, purchase orders, and receiving issues until resolved.
- Attention to detail and accuracy with receiving verification, record updates, and documentation.
- Ability to prioritize tasks in a mostly routine environment with occasional urgent requests.
- Professional communication skills for vendor interaction and internal customer support.
- Comfort learning without a step-by-step manual; adapts to changing maintenance needs.
- Willingness and ability to operate a forklift (training provided; must be willing to complete training).
- Basic computer proficiency (email, file handling, and data entry).
- Ability to lift up to 60 lbs independently; heavier items require team lift.
- Ability to work a fixed 12-hour schedule and support coverage needs as required.
- Experience in parts, purchasing, receiving, inventory control, or storeroom operations.
- Familiarity with maintenance inventory systems (EAM/CMMS) and purchasing platforms such as Coupa or similar tools.
- Forklift experience (not required; training provided).
- Basic familiarity with maintenance parts and terminology.
- Primarily desk-based work with frequent standing/walking in the parts room and receiving areas.
- Exposure to normal shop noise and dust.
- Climate-controlled office; occasional outdoor forklift operation in all weather (cold, heat, rain, snow).
- Safety-toe footwear required due to equipment operation.
- Fixed 12-hour schedule (3 days one week / 4 days the next).
- Built-in overtime due to shift schedule; additional overtime may be available or required for vacation coverage and receiving coverage.
- Receiving needs may require coverage during extended delivery windows.