Maintenance Purchaser

Job Description

The Purchaser is responsible for procuring maintenance parts, equipment, and services that

support daily operations while ensuring cost-effectiveness, timely delivery, and inventory

availability. This role works closely with Maintenance, Planning, Inventory, Machine Shop

personnel, and domestic and international vendors to maintain optimal stock levels, support

scheduled maintenance activities and manage purchasing expenditures. The Purchaser plays a

critical role in minimizing equipment downtime by ensuring that required materials are available

when needed.

Responsibilities:

Procurement & Purchasing

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• Request and evaluate quotations for low-stock, out-of-stock, and special-order maintenance parts.
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• Source parts, materials, and services from domestic and international suppliers.
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• Negotiate competitive pricing, lead times, and service agreements to achieve the best overall value for the company.
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• Create and issue purchase orders (POs) for approved purchases while ensuring compliance with company purchasing policies.
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• Obtain management approval for purchases exceeding established spending thresholds.
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• Monitor purchase order status and proactively follow up with vendors to ensure on-time delivery.
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• Vendor Management
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• Build and maintain strong relationships with suppliers to improve pricing, quality, and delivery performance.
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• Communicate regularly with overseas vendors to obtain quotations, confirm specifications, coordinate shipments, and resolve purchasing issues.
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• Evaluate supplier performance and recommend alternative vendors when necessary.
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• Coordinate returns for high-value components requiring rebuilds, repairs, or warranty service.
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Maintenance Support

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• Respond to daily purchasing requests from the Maintenance Department for replacement parts, tools, consumables, and operating supplies.
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• Work closely with Maintenance Planner to procure parts required for preventive maintenance, corrective maintenance, and scheduled shutdowns.
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• Ensure critical maintenance materials are available to support planned work and minimize production downtime.
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• Inventory & Stock Management
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• Collaborate with the Maintenance Planner to establish and maintain accurate minimum and maximum inventory levels.
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• Monitor inventory levels and initiate replenishment orders before stock shortages occur.
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• Coordinate with the Machine Shop to ensure manufactured components are produced for both stock inventory and active maintenance jobs.
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• Support inventory accuracy through regular review of stock levels and purchasing trends.
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• Financial & Budget Responsibilities
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• Track maintenance purchasing expenditures and maintain accurate spending records.
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• Review departmental purchasing activity and expenses with management on a regular basis.
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• Identify opportunities for cost savings through supplier negotiations, standardization, and improved purchasing practices.
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• Ensure purchasing documentation, quotations, invoices, and purchase orders are complete and properly maintained.
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Cross-Functional Collaboration

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• Work closely with Maintenance, Planning, Inventory Control, Accounting, Production, and Machine Shop personnel to support operational goals.
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• Communicate purchasing status, delivery schedules, and potential delays to stakeholders.
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• Assist in resolving supply
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Requirements / Competencies:

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• High school diploma or equivalent required; Associate's degree in Business, Supply
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• Chain, Purchasing, or a related field preferred.
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• Experience in purchasing, procurement, maintenance storeroom operations, or industrial
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1. inventory management preferred.
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• Experience purchasing industrial maintenance parts, MRO supplies, or manufacturing
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1. equipment is highly desirable.
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• Familiarity with ERP, CMMS, or purchasing software.
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• Proficiency in Microsoft Office, particularly Excel and Outlook.Working knowledge of industrial mechanical, electrical, hydraulic, pneumatic, and facility systems.
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• Strong negotiation and vendor management skills.
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• Excellent organizational and time management abilities.
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• Ability to manage multiple priorities in a fast-paced manufacturing environment.
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• Strong analytical and problem-solving skills.
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• Excellent verbal and written communication skills.
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• Attention to detail with a high degree of accuracy.
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• Ability to read and interpret part descriptions, specifications, and technical
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1. documentation.
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• Understanding of inventory management principles, including minimum/maximum stock
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• levels.
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• Ability to work independently while collaborating effectively across departments.
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Performance Expectations:

Success in this role is measured by:

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• Timely procurement of maintenance parts with minimal impact on equipment downtime.
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• Competitive pricing and cost savings achieved through supplier negotiations.
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• Accurate purchase orders and purchasing documentation.
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• Effective inventory replenishment and maintenance of appropriate stock levels.
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• On-time delivery performance from vendors.
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• Budget adherence and accurate reporting of maintenance purchasing expenses.
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• Strong collaboration with Maintenance, Planning, and Operations teams to support
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• reliable plant performance
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Working conditions:

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• Frequent communication with suppliers by phone and email, including international vendors across different time zones.
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• May occasionally lift or move boxes or parts weighing up to 25 pounds.
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Standard business hours with occasional flexibility are required to support urgent maintenance or production needs.