Stores Clerk

Storeroom Clerk

The Storeroom Clerk is responsible for the accurate, organized, and efficient operation of the plant maintenance storeroom. This role manages the full lifecycle of parts and supplies in the storeroom: receiving, check-in, storage, issuing, check-out, cycle counting, and system recordkeeping. The Storeroom Clerk is a critical support function for maintenance and production — when a technician needs a part, it has to be where the system says it is.

A clean storeroom, accurate inventory records, and a reliable check-in/check-out process are not housekeeping tasks — they are the foundation of the plant's maintenance reliability program. This role owns all three.

Parts Check-In

• Receive all incoming parts, supplies, and materials for the storeroom; verify delivery against the purchase order before accepting.
• Inspect incoming parts for correct part number, quantity, condition, and packaging integrity — reject or flag discrepancies immediately; do not shelve unverified parts.
• Log every receipt into the inventory system on the day of arrival: part number, description, quantity, vendor, PO number, and bin location.
• Apply part identification labels and bin location tags before putting any item away.
• Notify Maintenance of any backordered or substituted parts that differ from what was ordered.
• Process return-to-vendor items per purchasing procedure; document reason and quantity.

Parts Check-Out & Issuance

• Issue parts only against a work order, PM task, or authorized request — no parts leave the storeroom without a logged transaction.
• Record every check-out in the inventory system at the time of issuance: part number, quantity, requestor name, work order or equipment number, and date/time.
• Verify that the part being issued matches what was requested — part number, size, and specification.
• Track parts that are issued as loaners or temporary pulls; follow up to ensure return or write-off within the agreed timeframe.
• Flag and document any part issued as a substitute when the original is out of stock; notify Maintenance Supervisor so the original can be reordered.
• At shift end, reconcile any open transactions from the day — no unlogged issues carry over to the next day.

Cycle Counts

Cycle counting is a core daily responsibility — not an end-of-year event. The goal is to catch discrepancies early, correct system records promptly, and maintain inventory accuracy above the plant's target threshold at all times.

Frequency - Scope - Method & Documentation

Daily - All parts issued or received that day; any bin that was touched during the shift; high-turnover consumables (belts, bearings, filters, lubricants, sensors) - Physical count vs. system quantity; log variances same day; correct system records before end of shift

Weekly - One full storeroom section or aisle (rotated so all sections are covered over the month); all critical and high-value parts regardless of section - Blind count (count before checking system); record count; compare to system; document and investigate variances > 1 unit or > $50 value

Monthly - Full storeroom — every bin location, every part number; includes floor stock, consignment inventory, and any parts staged outside the storeroom - Full physical inventory; reconcile system to count; present variance report to Maintenance Supervisor and Finance; all adjustments require Maintenance Supervisor and Finance sign-off before posting

• Document all count results on the cycle count log (paper and system); do not adjust inventory records without logging the discrepancy and its probable cause.
• Investigate root cause of recurring variances — phantom inventory, misplaced parts, and uncoded issues. Escalate patterns to General Manager.
• Parts that cannot be located after two consecutive counts are flagged as missing and escalated; do not carry phantom inventory.

Storeroom Organization & Cleanliness

• Maintain storeroom in clean, organized condition at all times — not just at end of shift. A technician pulling a part at 2 AM should find the storeroom in the same condition as during day shift.
• Every bin location is labeled; every part on the shelf has a label matching the system record. No unlabeled parts, no mystery bins.
• Parts are stored in their designated locations — no temporary staging that becomes permanent. If a part has no home, assign one and update the system.
• Hazardous materials (lubricants, solvents, aerosols) are stored in compliance with SDS requirements and separated from other inventory.
• Conduct a storeroom sweep at the end of each shift: returned parts put away, floor clear, shelves faced, trash removed.
• Identify and flag obsolete, damaged, or expired parts for disposition — do not let dead inventory occupy space that active parts need.
• Maintain the storeroom to a standard that would pass an unannounced walk-through by plant leadership at any time.

System Recordkeeping

• The inventory system is the source of truth — if it is not in the system, it does not exist. Every transaction is logged same day, no exceptions.
• Maintain accurate part master records: part number, description, unit of measure, bin location, min/max levels, and preferred vendor.
• Flag parts that are approaching minimum stock levels; initiate reorder request to Taylor before stockout occurs.
• Keep vendor and lead time information current — if a vendor or part number changes, update the system record immediately.
• Generate and distribute the weekly inventory status report to Maintenance Supervisor: low-stock items, pending receipts, open variances, and parts flagged for disposition.
• Support any CMMS integration or transition by maintaining clean, consistent data — field naming, part numbering, and unit of measure standards must be applied uniformly.

Vendor & Purchasing Support

• Process parts requisitions for Maintenance Supervisor's review and approval; provide accurate part numbers, quantities, and vendor information.
• Follow up on open purchase orders that are past expected delivery date; communicate status to Taylor.
• Maintain vendor contact information and lead time data in the storeroom records.
• Do not place orders or commit to purchases without General Manager authorization — the Storeroom Clerk supports purchasing, does not own it.

Safety & Compliance

• Follow all plant safety policies while working in the storeroom and on the plant floor for parts delivery.
• Maintain current SDS documentation for all hazardous materials stored in the storeroom; binder must be accessible and up to date.
• Use proper lifting technique and material handling equipment for heavy parts; request assistance for items over 50 lbs.
• Report any storeroom safety hazard — spills, damaged shelving, blocked egress — to Maintenance Supervisor immediately.

Performance Metrics

Targets will be established after a 60–90 day baseline period. The following metrics are tracked weekly and reviewed with General Manager and Maintenance Supervisor monthly.

Metric - Description

Inventory Accuracy Rate - % of bin locations where physical count matches system record; measured via cycle counts

Cycle Count Completion Rate - % of scheduled daily, weekly, and monthly counts completed on time

Same-Day Transaction Logging - % of receipts and issues logged in the system on the day they occur

Stockout Frequency - Number of times a requested part was not available due to inventory error (not a planned shortage)

Variance Resolution Time - Average time from variance identified to root cause documented and record corrected

Low-Stock Alert Lead Time - Number of times a reorder request was initiated before stockout vs. after

Storeroom Condition Score - Result of weekly walk-through assessment: labeling, organization, cleanliness, hazmat compliance

Qualifications and Skills /Education and Experience

Required

• High school diploma or GED.
• 1–3 years of experience in a storeroom, warehouse, or inventory control role — manufacturing environment preferred.
• Comfort with inventory management systems or basic database entry; ability to learn new software quickly.
• Strong attention to detail — part number accuracy, quantity accuracy, and