Maintenance Administrator

Job Description

The Maintenance Administrator is responsible for managing maintenance inventory, coordinating spare parts procurement, maintaining inventory accuracy, and supporting maintenance planning and scheduling. This role works closely with engineering, maintenance teams and external vendors to ensure parts availability, cost control, and efficient maintenance operations.

Key Responsibilities

• Spare Parts Inventory Management: Maintain accurate inventory records, monitor stock levels, and ensure critical spare parts are available when needed.
• Ordering and Procurement: Establish and manage weekly ordering routines, coordinate replenishment, and track purchase orders through delivery.
• Inventory Control: Perform routine cycle counts, investigate inventory discrepancies, and maintain accurate inventory records.
• Stockroom Organization: Maintain an organized, clean, and efficient stockroom in accordance with 5S principles.
• Inventory Planning: Establish and maintain minimum and maximum inventory levels based on usage, lead times, criticality, and maintenance requirements.
• Vendor Management: Communicate with suppliers, research sourcing options, coordinate outsourcing as needed, and monitor order status and delivery timelines.
• Cost Management: Obtain and compare vendor quotes, negotiate pricing, and identify opportunities to reduce procurement costs.
• Maintenance Planning Support: Maintain maintenance schedules, analyze maintenance data, and assist with planning activities to improve equipment reliability and operational efficiency.
• CMMS Administration: Set up, maintain, and update the Computerized Maintenance Management System (CMMS), including inventory records, spare parts information, and maintenance schedules.
• Reporting and Documentation: Maintain accurate purchasing, inventory, and maintenance documentation and prepare reports as needed.
• Additional Duties: Perform other duties as assigned to support maintenance and operational objectives.

Job Requirements

• Minimum of 5 years of experience in maintenance administration, maintenance inventory control, MRO procurement, or a similar role.
• High school diploma, GED, or equivalent required; additional education or relevant training is a plus.
• Experience using a Computerized Maintenance Management System (CMMS) .
• Strong attention to detail and a high level of accuracy in inventory management and recordkeeping.
• Experience with inventory control, cycle counting, stock replenishment, and purchasing processes.
• Strong organizational, time-management, and prioritization skills.
• Effective written and verbal communication skills, including vendor and supplier coordination.
• Ability to research suppliers, compare pricing, track orders, and support cost-saving initiatives.
• Proficiency in Microsoft Office, particularly Excel, and general computer-based recordkeeping.
• Ability to work independently and collaboratively with maintenance, purchasing, and operations teams.
• Knowledge of 5S principles and organized stockroom practices preferred.
• Shift: 8:00 AM - 5:00 PM