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Maintenance Spare Parts Procurement Specialist

Life Sciences / Regulated Manufacturing Role Layout

Role Focus

MRO spare parts sourcing, procurement support, inventory accuracy, and CMMS/ERP data integrity for life sciences maintenance operations.

Environment

Pharmaceutical, biotechnology, medical device, or other regulated manufacturing setting supporting GMP/GxP controlled facilities, utilities, and production-support equipment.

Primary Systems

IBM Maximo CMMS, JDE procurement/ERP, supplier portals, technical catalogs, Excel, reporting tools, and site document repositories.

Primary Partners

Maintenance, Reliability, Planning/Scheduling, Engineering, Storeroom, Procurement, Finance, Quality, EHS, OEMs, distributors, and repair vendors.

Position Summary

The Maintenance Spare Parts Procurement Specialist supports maintenance, reliability, utilities, facilities, and production-support teams within a life sciences manufacturing environment. This role is responsible for sourcing and coordinating the purchase of maintenance spare parts, repair components, consumables, and replacement assemblies while maintaining accurate part, supplier, cost, and inventory data in IBM Maximo and JDE. The position helps ensure the right parts are identified, approved, procured, received, and available when needed to support planned maintenance, corrective maintenance, equipment reliability, and urgent repair needs.

This role requires strong technical research ability, data discipline, supplier follow-up, and awareness of GMP/GxP expectations. The Specialist helps reduce downtime risk, improve inventory accuracy, support audit readiness, and strengthen alignment between CMMS records, ERP purchasing data, and physical storeroom inventory.

Role Purpose

Improve speed, accuracy, and consistency of spare parts sourcing, purchase support, and item setup.

Reduce downtime risk through better part availability, lead-time visibility, and criticality-based stocking decisions.

Strengthen alignment between IBM Maximo CMMS records, JDE procurement data, and physical storeroom inventory.

Support maintenance execution by helping technicians, planners, reliability engineers, and maintenance leaders identify the correct parts the first time.

Maintain documentation and traceability appropriate for a regulated life sciences operation.

Primary Day-to-Day Responsibilities

Manage vendor-managed inventory (VMI) activity, with primary day-to-day coordination of the Grainger account, including replenishment support, issue follow-up, and account coordination.

Manage and support the Rockwell Parts Management Agreement (PMA), including order coordination, agreement follow-up, part availability, supplier communication, and issue escalation.

Investigate, coordinate, and resolve spare parts invoicing issues, including pricing discrepancies, purchase order mismatches, receiving issues, freight/tax questions, and accounts payable holds.

Create, submit, and follow up on vendor workflow requests needed to correct, update, activate, or maintain supplier/vendor account information.

Order non-critical, non-stocked, or non-spare parts requested by the Facility Maintenance team in accordance with site procurement and approval processes.

Assist with emergency critical spare parts orders by obtaining supplier quotes, checking availability, confirming lead times, supporting escalation, and communicating delivery risks.

Assist Maintenance and Engineering teams with locating, identifying, researching, and sourcing spare parts needed for planned work, corrective maintenance, projects, or troubleshooting support.

Serve as a point of contact between the Spare Parts team, Purchasing, Finance, suppliers, and internal stakeholders to resolve procurement, vendor, invoicing, and order-processing issues.

Support the Storeroom & CMMS Manager with procurement follow-up, reporting, data cleanup, inventory projects, supplier communication, documentation, and other assigned tasks.

Key Responsibilities and Accountabilities

1. Spare Parts Procurement and Sourcing

Source and procure MRO spare parts, repair components, consumables, and replacement assemblies for facility, utility, process-support, automation, and production-support equipment.

Research OEM, authorized distributor, and approved aftermarket options while verifying part compatibility, availability, lead time, and total cost.

Obtain supplier quotes, compare pricing and lead times, validate terms, and support purchase requisition or purchase order processing through the appropriate site process.

Support urgent and emergency procurement requests by communicating supplier constraints, delivery risks, estimated arrival dates, and escalation needs.

Order non-critical, non-stocked, or non-spare parts for Facility Maintenance as assigned while maintaining proper procurement approvals and documentation.

Develop sourcing options for critical, obsolete, long-lead, high-usage, and sole-source parts.

Coordinate warranty claims, repair orders, returns, replacements, core exchanges, and supplier follow-up.

2. Inventory Optimization and Storeroom Support

Review usage history, lead time, equipment criticality, maintenance demand, and production risk to recommend min/max levels, reorder points, and stocking strategy.

Support inventory accuracy through item master cleanup, duplicate reduction, catalog standardization, obsolete item review, and part rationalization.

Partner with Maintenance, Reliability, Planning/Scheduling, and Engineering to forecast planned maintenance parts demand.

Monitor open orders, backorders, replenishment gaps, and delayed shipments that could impact maintenance execution.

Support cycle count follow-up, inventory investigations, stockout reviews, and material availability checks as needed.

3. CMMS and ERP Data Management

Maintain accurate spare parts data in IBM Maximo, including descriptions, manufacturer names, manufacturer part numbers, supplier information, units of measure, costs, storeroom locations, inventory balances, reorder data, and equipment associations.

Support JDE procurement and inventory activities, including supplier records, purchase order details, receiving follow-up, inventory inquiries, and invoice matching support.

Investigate and resolve spare parts invoicing issues, including purchase order discrepancies, receiving mismatches, pricing variances, supplier account issues, and accounts payable holds.

Raise and track vendor workflow requests needed to correct, update, activate, or maintain supplier/vendor account information.

Validate that Maximo and JDE records remain aligned where process handoffs, manual entry, or system limitations create data-risk points.

Create, revise, or support spare parts records according to site procedures, data standards, and approval requirements.

Maintain supporting documentation such as supplier quotes, technical data sheets, manuals, catalog references, drawings, photos, and supplier communications.

4. Technical Parts Identification

Work with technicians, planners, engineers, and suppliers to identify the correct spare part using manuals, drawings, BOMs, nameplates, photos, equipment records, and vendor catalogs.

Verify technical attributes such as model, serial number, size, voltage, horsepower, material of construction, seal type, sanitary connection, calibration requirement, connection type, and compatibility requirements.

Research replacement parts, superseded part numbers, cross-references, approved alternatives, and OEM-recommended substitutions.

Support equipment standardization and spare parts rationalization efforts where common parts can reduce operational risk and inventory burden.

Escalate unclear or high-risk substitutions to the appropriate technical owner before purchase, item setup, or installation support.

5. Supplier and Stakeholder Coordination

Build and maintain working relationships with OEMs, authorized distributors, repair vendors, and approved suppliers.

Monitor supplier responsiveness, lead-time reliability, quote accuracy, delivery performance, documentation quality, and issue resolution.

Serve as a coordination point between Maintenance, Reliability, Planning/Scheduling, Storeroom, Procurement, Finance, Quality, EHS, and suppliers.

Communicate order status, part availability, delivery risks, and issue resolution clearly and timely.

Support preferred supplier usage, consolidated purchasing opportunities, repair programs, and vendor-managed inventory opportunities where appropriate.

Coordinate vendor-managed inventory activity, with primary support for the Grainger account, and assist with issue resolution, replenishment follow-up, and supplier communication.

Manage and support Rockwell Parts Management Agreement (PMA) activity, including supplier follow-up, order coordination, part availability, and escalation of unresolved issues.

Serve as the Spare Parts team point of contact with Purchasing and Finance for invoice, vendor account, purchase order, receiving, and payment-related issue resolution.

6. Compliance, Quality, and Audit Readiness

Follow company procurement, finance, safety, inventory, quality, and site compliance procedures.

Maintain documentation and traceability needed to support regulated life sciences expectations, including GMP/GxP requirements where applicable.

Use approved suppliers and required approval paths when sourcing parts, services, repairs, or substitutions.

Support audit readiness by maintaining accurate records, clear part descriptions, retrievable procurement documentation, and appropriate approval evidence.

Escalate quality, safety, supplier, data integrity, or compliance concerns through the appropriate internal process.

7. Reporting and Continuous Improvement

Generate and maintain reports related to open orders, lead times, stockouts, spend, price variance, inventory turnover, critical spare gaps, duplicate items, obsolete inventory, and supplier performance.

Analyze trends to identify cost savings, recurring supply issues, process delays, data-quality concerns, and opportunities to improve maintenance readiness.

Support KPI development, process documentation, training materials, and standard work for spare parts procurement and inventory activities.

Recommend improvements that reduce rework, shorten procurement cycle time, improve data quality, and increase maintenance execution readiness.

Participate in continuous improvement efforts connected to storeroom operations, Maximo data quality, procurement flow, and maintenance execution support.

Required Qualifications

High school diploma or equivalent required.

3 to 5 years of experience in spare parts procurement, MRO purchasing, storeroom operations, inventory management, maintenance planning, or a related industrial support function.

Experience supporting maintenance, facilities, utilities, or manufacturing operations in an industrial, regulated, or life sciences environment.

Working knowledge of CMMS and ERP systems, preferably IBM Maximo and JDE; ability to learn, navigate, and support future ERP/CMMS transitions, including SAP implementation readiness.

Ability to research and verify part specifications using drawings, manuals, BOMs, nameplates, photos, supplier catalogs, and vendor technical resources.

General understanding of mechanical, electrical, controls, instrumentation, HVAC, utility, facility, or process-support components.

Strong attention to detail with the ability to maintain accurate item, supplier, cost, inventory, and procurement data.

Ability to prioritize urgent requests while balancing routine purchasing, data cleanup, supplier follow-up, and inventory support work.

Proficiency with Microsoft Office tools, especially Excel, Outlook, and Teams; must be able to use Excel for sorting, filtering, lookups, pivot tables, conditional formatting, data reconciliation, and basic reporting.

Ability to work with SQL queries, CMMS/ERP reports, Power Query, Power BI, or similar data analysis tools to extract, compare, validate, and interpret procurement, inventory, invoice, vendor, and spare parts data.

Strong written and verbal communication skills with the ability to work across technical and non-technical teams.

Preferred Qualifications

Associate degree in Supply Chain, Business Administration, Accounting, Procurement, Purchasing, or a related business discipline.

Direct experience in pharmaceutical, biotechnology, medical device, clean manufacturing, or other GMP/GxP regulated environments.

Hands-on experience with IBM Maximo modules such as Inventory, Purchasing, Work Order Tracking, Assets, Preventive Maintenance, and reporting.

Hands-on experience with JDE procurement, inventory, supplier records, purchase order processing, receiving, and accounts payable invoice matching.

Experience with SAP or SAP S/4HANA, including procurement, materials management, inventory, receiving, vendor master, plant maintenance, or invoice-resolution processes, preferred due to future system implementation plans.

Technical background in maintenance, mechanical systems, electrical systems, instrumentation, automation, HVAC, utilities, process equipment, or facilities operations.

Experience supporting critical spare parts programs, min/max optimization, cycle counts, inventory cleanup, repair programs, or vendor-managed inventory.

Familiarity with GMP/GxP documentation expectations, approved supplier requirements, change control awareness, deviation awareness, audit support, or data integrity expectations.

Experience using data analysis or reporting tools to support inventory, procurement, supplier, or maintenance performance metrics.

System and Data Competencies

Data an...