Maintenance Records & Inventory Department Manager

Job Description

Job Description

Department : Maintenance / Administration

Reports To : Director of Maintenance/ Fairbanks Maintenance Manager

Position Summary

The Maintenance Recprds & Inventory Department Manager is responsible for processing, maintaining, and controlling parts, inventory, and maintenance records.

This position supports maintenance and inspection personnel by ensuring records are accurately entered, retained, and retrievable after acceptance and approval by authorized inspection personnel. As the department expands, this position also serves as the primary trainer for Parts and Records personnel, providing functional training consistent with the MHI’s guidelines.

Essential Duties and Responsibilities

Parts and Inventory Records

- Manage parts control and inventory to maintain appropriate stock levels to provide support day-to-day operations.

- Process parts requests in accordance with company policies and procedures.

- Process and record parts documentation only after parts have been accepted by authorized maintenance or inspection personnel.

- Maintain organized purchase, inventory, and traceability records

- Receive, stock, and issue parts after acceptance, ensuring records reflect proper status.

- Update and maintain inventory management software and records.

- Conduct periodic physical and record audits of inventory as directed.

- Ensure first-in/first-out (FIFO) stock rotation and shelf-life tracking in accordance with material control procedures.

- Segregate and document rejected or unserviceable parts as directed by inspection personnel.

Maintenance Records and Document Control

- Accurately enter maintenance records, work order data, and supporting documentation into the approved aviation maintenance management system after review and approval by inspection personnel.

- File and retain work orders, maintenance records, and supporting documentation for the required retention periods specified in the RSM and QCM.

- File and maintain aircraft records and supporting documentation for the permanent records of the aircraft.

- Support Maritime Helicopter’s operations with aircraft status updates as required.

- Assemble work order packages for maintenance performed at home base or remote locations as directed.

- Assist the Director of Maintenance, Chief Inspector, and maintenance personnel with records retrieval during audits or FAA inspections.

Training and Functional Guidance Responsibilities

- Provide functional training and onboarding for newly assigned Parts and Records personnel.

- Train personnel on proper records processing, inventory documentation, and use of company software systems.

- Ensure training aligns with approved procedures and does not exceed assigned authority.

- Assist in developing and maintaining training checklists, job aids, and standardized work instructions.

- Communicate training progress or additional training needs to management.

- Serve as a functional subject matter resource for Parts and Records processes.

Administrative and Office Support

- Assist maintenance personnel with clerical and documentation-related tasks.

- Answer phones and provide customer service support as needed.

- Assist with paperwork processing and general office duties as assigned.

Competencies

- High degree of accuracy and attention to detail

- Professional and positive attitude

- Resourcefulness and problem-solving ability

- Strong computer literacy

- Proficiency with Microsoft Excel

- Basic accounting and administrative experience

- Aviation maintenance records experience preferred

Additional Duties

This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned in support of Maritime Helicopter’s operations.