Maintenance Inventory Clerk

Job Description

The MRO Analyst owns the strategy, data, and performance of the maintenance, repair, and operations (MRO) storeroom. This role goes beyond receiving and issuing parts. The analyst determines what the plant should stock, how much, and where, and orders the parts needed to support maintenance, using equipment criticality, usage history, and lead times to keep critical spares available while reducing excess, obsolete, and emergency-purchased inventory. Working closely with the Maintenance Planner, technicians, Purchasing, and Finance, the MRO Analyst makes sure the right part is in the right place when maintenance work begins, directly supporting equipment uptime, food safety, and cost control.

Key Responsibilities

Inventory Strategy and Optimization

• Set and maintain min/max levels and reorder points based on usage history, lead time, equipment criticality, and cost.
• Develop a critical spares program with Maintenance and Engineering, identifying parts whose absence would cause extended downtime, safety, or food safety risk.
• Analyze slow-moving, obsolete, and duplicate inventory and recommend disposition, return, or consolidation.
• Evaluate stocking strategies such as vendor-managed inventory, consignment, and supplier stocking agreements.

CMMS and Data Management

• Own MRO inventory data in the CMMS (Limble) including part master records, naming standards, descriptions, manufacturer and vendor part numbers, and storeroom locations.
• Build and maintain spare parts lists and bills of materials linked to equipment assets.
• Clean up and standardize existing part records, eliminating duplicates and incomplete entries.
• Ensure all transactions are recorded accurately including receipts, issues to work orders, returns, and adjustments.

Purchasing and Ordering

• Order all MRO parts and supplies, creating and placing purchase orders for stock replenishment, work order needs, and shutdown requirements.
• Source parts and obtain quotes, comparing price, lead time, and quality, and identifying approved alternates and cross-references.
• Track open purchase orders through delivery, expediting when needed and keeping requesters informed of expected arrival dates.
• Resolve order issues including pricing discrepancies, wrong or damaged parts, backorders, returns, and warranty claims.
• Manage vendor relationships for MRO items, including pricing, lead times, supplier performance, and blanket or annual pricing agreements.
• Follow purchasing policies and approval limits and support MRO spend tracking against the maintenance budget.
• Track and reduce emergency and expedited purchases through root cause review.

Receiving and Goods Receipts

• Receive and inspect incoming MRO parts and supplies, verifying part number, quantity, and condition against the purchase order and packing slip.
• Post goods receipts in the CMMS/ERP against the purchase order the same day material arrives, including partial receipts and backorders.
• Document and resolve receiving discrepancies such as over or short shipments, wrong parts, and damaged goods, and coordinate returns and replacements with vendors.
• Complete the three-way match of purchase order, goods receipt, and invoice so Accounts Payable can process payment on time, and resolve any blocked or unmatched invoices.
• Record receipt of services and non-stock items charged to work orders, confirming work or material was delivered before approving the receipt.
• Inspect incoming items for food safety requirements, including packaging integrity, pest or foreign material contamination, and correct food-grade specifications.
• Put away received parts promptly to correct storeroom locations, or deliver directly to the requester or work order when needed.

Planning Support

• Partner with the Maintenance Planner to identify, order, reserve, and kit parts for planned and preventive work orders and shutdowns.

Storeroom Control and Accuracy

• Run an ABC-based cycle count program and lead annual physical inventory; investigate and correct variances.
• Establish storeroom procedures for receiving, issuing, returns, rebuildable and repairable parts, and controlled access.
• Maintain a clean, organized, and labeled storeroom using 5S principles, including proper storage and preservation of motors, bearings, and belts.
• Direct or support storeroom staff in daily receiving, stocking, and issuing activities.

Reporting and Continuous Improvement

• Report inventory KPIs to maintenance leadership and Finance (see Performance Measures).
• Deliver an annual cost savings analysis identifying and documenting savings of 10% to 20% of annual MRO spend through pricing negotiations, vendor consolidation, alternate parts, inventory reduction, repair-versus-replace decisions, and reduced emergency purchases.
• Support inventory valuation, month-end reconciliation, and budgeting with Finance.
• Lead improvement projects that reduce inventory cost and downtime caused by parts availability.

Safety and Food Safety

• Follow GMPs, foreign material control, and food safety requirements in the storeroom and when issuing parts to production areas.
• Ensure proper stocking and segregation of food-grade (H1) lubricants and food-contact parts.
• Comply with all company safety policies and procedures.

Qualifications

Required

• Experience in MRO inventory, maintenance materials, or spare parts management in a manufacturing environment.
• Experience purchasing MRO parts and supplies, including sourcing, placing purchase orders, and managing vendors.
• Experience processing goods receipts and resolving three-way match discrepancies (purchase order, receipt, and invoice).
• Hands-on experience with a CMMS or ERP inventory and purchasing module.
• Advanced Excel skills, including pivot tables, lookups, and data analysis.
• Ability to perform cost analysis and document savings, including spend analysis, price comparisons, and total cost of ownership.
• Working knowledge of inventory control methods: min/max, reorder points, ABC analysis, and cycle counting.
• Ability to read and understand equipment manuals, parts lists, and basic mechanical and electrical components.
• Strong analytical, organizational, negotiation, and communication skills.

Preferred

• 3 or more years of experience in MRO inventory, purchasing, or spare parts management.
• Associate or bachelor's degree in supply chain, business, or a related field.
• Experience in food, beverage, or other regulated manufacturing.
• Experience with Limble CMMS.
• Experience building a critical spares program or leading a storeroom improvement or data cleanup project.
• APICS CPIM, SMRP CMRP, or similar certification.

Physical Requirements

• Ability to lift up to 50 lbs, stand and walk for extended periods, and work in plant and storeroom environments with temperature variations.

Job Type: Full-time

Pay: $26.00 - $28.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $26 - $28