Warehouse Parts Specialist

Job Title:

Warehouse Parts Specialist

Division/Department:

Maintenance - NJ

Reports to:

Parts Supervisor

Approved By:

NJF Human Resources

Viewed By:

Scheduled Hours:

Monday - Thursday 8am – 5 pm, Friday 7:30 am – 3:30 pm

Last Reviewed:

Employee’s Signature:

Job Overview: The Parts Specialist supports maintenance and operations by managing the parts room and inventory, processing purchasing and receiving activities, and assisting mechanics with correct part identification. This role blends strong administrative accuracy (data entry, ordering, invoice tracking) with practical mechanical aptitude (parts identification, catalogs/schematics, troubleshooting support). Duties commonly include receiving, stocking, cycle counting, creating tickets, and maintaining accurate records in inventory systems/CMMS. 

Essential Responsibilities:

Parts & Inventory Operations:   Maintain an organized parts room/storeroom (labeling bin locations, clean/5S standards). Receive shipments: verify quantities, inspect for defects and stock parts in designated locations. Issue parts to mechanics/technicians and document usage accurately in the inventory system/CMMS. Perform cycle counts and support full inventories; reconcile discrepancies and support root-cause follow up. Pull, stage and deliver parts to support repairs, PMs, and planned work.

Purchasing & Vendor Coordination:   Create and track purchase orders for parts, tools and supplies; source best pricing and lead times. Coordinate with vendors on quotes; substitutions, backorders, returns, and warranty exchanges. Support invoice processing and documentation to ensure accurate coding and timely payment.

Parts Identification & Customer Service:   Identify correct replacement parts by reviewing catalogs, schematics and system lookups; confirm compatibility. Support mechanics and shop leadership with parts recommendations, substitutions and status updates. Prepare tickets/pack slips, invoices, and receipts as needed; maintain clear records.

Systems & Administrative Accuracy:   Enter and maintain inventory data in CMMS/ERP (receipts, issues, min/max, PM-related parts, equipment records). Run basic reports (usage, reorder, shortages) and escalate risk items that may cause downtime.  Maintain compliance with safety, housekeeping, and site policies; report unsafe conditions.

Problem Solving: Address and resolve operational issues promptly to minimize disruptions with an analytical approach.

Communication: Facilitate clear and effective communication between team members, other departments, and upper management.

Additional Competencies:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Excellent written and verbal communication skills.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands in a high paced environment.

• Advanced skills in Microsoft Office (Outlook, Word, Excel, and Power Point).

Require Education and Qualifications:

• High School Diploma or equivalent
• 3 years of experience in parts, inventory, purchasing, or maintenance support
• Experience in manufacturing and/or warehouse setting

Physical Environment/Occupational Risks

• Ability to lift and carry up to 50 lbs and stand/walk for extended periods. 
• Work performed in a parts room/warehouse and in/around maintenance areas; must follow all safety requirements.