Clerk Maintenance

Maintenance Clerk

The Maintenance Clerk supports maintenance operations through inventory control, purchasing coordination, parts room organization, and equipment documentation management. This role ensures the availability, accuracy, and organization of maintenance materials and records while supporting continuous improvement, cost management, food safety, quality, and operational excellence. The Maintenance Clerk performs responsibilities with minimal supervision and demonstrates initiative, accountability, collaboration, and a commitment to ongoing improvement.

Essential Functions/

Primary Responsibilities:

• Reviews all applicable SOPs and maintains Qualified Individual (QI) status for the position.

• Maintains a clean, safe, organized, and efficient parts room and work environment.

• Coordinates with the Receiving Department to verify shipments and match packing slips to received items.

• Partners with the Purchasing Department to maintain open purchase orders and monitor purchasing activity, including maintaining a two-month backlog.

• Creates and routes requisitions for maintenance parts, supplies, and plant-related items for approval.

• Identifies, evaluates, and maintains vendor relationships for parts procurement, repairs, and equipment service needs.

• Researches and sources replacement parts for aging or obsolete equipment.

• Tracks and reports metrics related to maintenance inventory, purchasing activity, repair costs, and parts usage.

• Initiates purchase orders for parts, tools, lubricants, cleaning materials, repairs, and maintenance services.

• Maintains inventory across multiple storage locations and coordinates annual physical inventories and routine cycle counts to ensure inventory accuracy.

• Completes daily Prism system entries, including work orders, equipment information, and inventory minimum/maximum levels.

• Develops and maintains Excel-based tracking tools, templates, reports, and analyses to support inventory management and purchasing effectiveness.

• Supports the evaluation, implementation, and ongoing utilization of computerized maintenance management systems (CMMS) when available.

• Maintains organized, labeled, and barcoded storage areas, shelves, and cabinets.

• Maintains department documentation including SOPs, forms, training materials, and equipment records.

• Ensures compliance with quality, food safety, HACCP, GMP, OSHA, 5S, company policies, customer requirements, and regulatory standards.

• Demonstrates a continuous improvement mindset by seeking feedback, adapting to change, identifying opportunities for process improvements, and supporting operational excellence.

• Performs other duties as assigned.

Qualification Requirements:

• High school diploma or GED required.

• Intermediate proficiency in Microsoft Excel, including the ability to create and maintain templates, organize data, analyze information, and generate reports.

• Experience with ERP systems and/or computerized maintenance management systems (CMMS) preferred.

• Basic mechanical aptitude and math skills.

• Strong organizational skills with attention to detail and accuracy.

• Positive attitude and proactive problem-solving approach.

• Ability to communicate clearly and effectively in both written and verbal formats.

• Ability to read, understand, and follow written and verbal instructions while working safely and productively in a fast-paced manufacturing environment.

• Demonstrated ability to manage multiple priorities and meet deadlines.

• Regular and reliable attendance in accordance with company attendance policies.

Working Conditions/Environment:

Works primarily on the manufacturing floor with some time spent in the maintenance office. Regularly required to speak, read, hear, stand, walk, bend, crouch, climb, and reach while moving throughout the facility. Frequently exposed to non-ambient temperatures, fumes, odors, dust, oil, slippery floors, and moving equipment. Noise levels are frequently loud on the production floor. Personal protective equipment including earplugs, hairnets, beard nets, safety glasses, and slip-resistant or steel-toed footwear is required in accordance with company GMP and safety standards.

May be required to work extended hours, weekends, or respond to after-hours maintenance needs as business conditions require.

We are committed to maintaining a safe work environment where employee safety and food safety are top priorities. All employees are expected to follow established safety, sanitation, and quality procedures and are empowered to report hazards and stop work when unsafe conditions exist.