Parts Coordinator

Primary Focus:

The Parts Coordinator plays a critical role in supporting the Maintenance team by owning the end-to-end process of parts inventory management, both physically and in the system. This includes receiving, labeling, organizing, storing, and tracking all maintenance-related parts and tools. The role ensures that parts are accurately recorded in CMMS platforms, properly stored in designated locations, and readily available to minimize equipment downtime. This position also manages vendor coordination, purchase orders, documentation, and supports compliance with GMP, HACCP, and safety standards.

Duties and Responsibilities:

Receiving, Documentation & System Management

· Receive incoming parts, verify contents against packing slips, and scan/upload relevant documents into the CMMS.

· Create, update, and close purchase orders; attach supporting documentation such as quotes, photos, receipts, and manuals.

· Maintain accurate records in CMMS platforms (e.g., Limble, RedZone), including part inventory, storage locations, and transaction history.

Inventory & Parts Management

· Maintain an organized, clean, and clearly labeled storage system for all maintenance parts using a structured location framework.

· Perform regular cycle counts, reconcile discrepancies, and ensure accuracy across all parts, including frequently accessed cabinets on the production floor.

· Track usage of capital parts and critical spare parts, ensuring timely replenishment with Maintenance leadership approval.

· Coordinate the staging and preparation of parts ahead of scheduled maintenance or work orders in collaboration with Maintenance leadership.

· Identify and implement improvements in parts storage or layout (e.g., racking, labeling systems).

Vendor & PO Coordination

· Support the sourcing and procurement of maintenance parts, tools, mechanical equipment, and services in line with internal standards and vendor approvals.

· Create purchase orders for parts, materials, and maintenance services (e.g., equipment rentals, technician visits), following internal approval processes.

· Manage all inbound and outbound parts-related communication with vendors (e.g., orders, returns, repairs, replacements), ensuring accurate tracking and timely resolution.

· Support documentation and tracking of capital order usage across multiple vendors and communicate updates to Plant Leadership as required.

General Support & Safety

· Assist Maintenance Technicians in identifying part numbers using equipment manuals or vendor catalogs when parts are missing or not yet coded.

· Operate pallet jacks, forklift and/or basic tools (e.g., drill, measuring tape) to support safe movement and set up of inventory.

· Follow all company policies, including Health & Safety, GMP, and HACCP requirements, while working in a refrigerated food production environment.

· Perform other maintenance-related or general labor duties as assigned by the Maintenance leadership team, provided they fall within training and safety guidelines.

Qualifications & Key Competencies:

· High School Diploma or equivalent.

· 1-2 years of experience in a parts coordination/inventory role.

· Background in maintenance considered an asset.

· Experience with CMMS or computerized maintenance management system is an asset.

· Knowledge of parts and equipment used in the manufacturing industry.

· Effective time management skills.

· Ability to work under pressure to meet deadlines.

· Strong attention to detail and organization skills.

· Strong interpersonal communication skills, including excellent written and oral skills.

Safety and Compliance:

• Safety Protocols: Adherence to safety protocols and regulations is mandatory.
• Regulatory Compliance: This role must ensure that all project activities comply with local, state, and federal regulations, including environmental and labor laws.

Work Environment:

· Plant Floor: Work will take place primarily on the plant floor with exposure to varying temperatures and equipment noise.

· Protective Equipment: Use of PPE (hairnets, safety shoes, hearing protection) is required.

Work Hours:

• Standard Hours: This role will work standard business hours (e.g., 8:00AM to 4:00 PM), but flexibility may be required.
• Extended Hours: Occasional flexibility may be required during peak periods including weekends or in case of absenteeism/emergencies.

Physical Demands:

• Mobility: Requires standing, walking, and movement throughout the plant for the duration of the shift.
• Situational Awareness: Must maintain high awareness of surroundings and safety practices in an operational environment.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person