Maintenance Procurement Specialist

Maintenance Spare Parts Procurement Specialist

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.

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.

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.

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…