Maintenance Procurement Specialist

Maintenance Spare Parts Procurement Specialist

Bloomington, IN 47403

The Maintenance Spare Parts Procurement Specialist supports maintenance, reliability, utilities, facilities, and production‑support teams within a life sciences manufacturing environment. The role is responsible for sourcing, coordinating, and purchasing maintenance spare parts, repair components, consumables, and replacement assemblies while maintaining accurate data in IBM Maximo CMMS and JDE ERP. The specialist helps ensure the right parts are identified, approved, procured, received, and available to support planned and corrective maintenance, equipment reliability, and urgent repair needs.

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

• Source and procure MRO spare parts, repair components, consumables, and replacement assemblies.
• Research OEM, authorized distributor, and approved aftermarket options, verifying part compatibility, availability, lead time, and total cost.
• Obtain supplier quotes, compare pricing and lead times, validate terms, and support purchase requisitions or purchase orders.
• Support urgent and emergency procurement requests by communicating supplier constraints, delivery risks, and escalation needs.
• Order non‑critical, non‑stocked, or non‑spare parts while maintaining 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.

• Recommend min/max levels, reorder points, and stocking strategy based on usage, lead time, equipment criticality, and maintenance demand.
• 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 impacting maintenance execution.
• Support cycle‑count follow‑up, inventory investigations, stockout reviews, and material availability checks.

• Maintain accurate spare parts data in IBM Maximo, including descriptions, manufacturer details, supplier info, units of measure, cost, storeroom location, 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 such as purchase order discrepancies, receiving mismatches, pricing variances, and accounts payable holds.
• Raise and track vendor workflow requests to correct, update, or maintain supplier/vendor account information.
• Ensure Maximo and JDE records remain aligned across process handoffs or system limitations.
• Create or revise spare parts records according to site procedures and data standards.
• Maintain supporting documentation—quotes, technical data sheets, manuals, drawings, photos, and supplier communications.

• Collaborate 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, seal type, sanitary connection, calibration requirement, and…