Clerk - Maintenance

Job Title: Clerk - Maintenance Job Summary Provide administrative and operational support to the Maintenance Department by maintaining accurate work order and equipment records, purchasing required materials and services, supporting inventory control, and preparing maintenance performance reports and historical data. Ensure maintenance information is current, organized, and available to support planning, decision-making, and department performance. Responsibility Create, update, maintain, and close maintenance work orders in the applicable maintenance management system. Ensure work orders contain complete and accurate information, including labour, parts, downtime, completion details, and supporting documentation. Monitor outstanding work orders, preventive maintenance activities, and maintenance backlogs; follow up with responsible personnel as required. Maintain equipment records, machine numbers, equipment history, preventive maintenance schedules, and the machine master file. Purchase maintenance materials, supplies, spare parts, repair services, and other items as required. Source qualified suppliers, obtain and compare quotations, and support cost-effective purchasing decisions. Prepare purchase requisitions and purchase orders, track order status, and follow up with suppliers regarding delivery dates and discrepancies. Monitor inventory levels and critical spare parts; coordinate replenishment with the Maintenance Supervisor, Buyer, and applicable departments. Update and maintain the inventory management system and support periodic inventory counts and reconciliation activities. Prepare and maintain packing slips and records for borrowed parts, returned materials, and components sent out for repair. Process and organize invoices, purchasing documents, service records, and other maintenance-related documentation. Prepare daily, weekly, and monthly maintenance reports, charts, and summaries, including work order status, downtime, preventive maintenance completion, backlog, and related departmental measures. Compile and analyze historical maintenance data to identify trends, recurring issues, and performance gaps, and report findings to maintenance leadership. Provide general clerical and administrative support, including data entry, filing, document control, meeting support, correspondence, and spreadsheet preparation. Support maintenance audits, continuous improvement activities, and department planning by providing accurate records and requested information. Maintain confidentiality and accuracy of maintenance, purchasing, supplier, and operational records. Other duties as required. Academic/Educational Requirements Completion of secondary school. A certificate or diploma in Office Administration, Business Administration, Supply Chain, or a related field is considered an asset. An equivalent combination of education and work experience may be considered. Required Skills/Experience Two years of administrative, purchasing, inventory, or maintenance support experience in a manufacturing or industrial environment is considered an asset. Experience using a computerized maintenance management system (CMMS), enterprise resource planning system (ERP), or comparable maintenance software is considered an asset. Proficiency with Microsoft Word, Excel, and Outlook, including the ability to prepare spreadsheets, charts, summaries, and routine reports. Ability to read and accurately process product descriptions, stock numbers, quantities, pricing, purchase documentation, and maintenance records. Strong organizational, record-keeping, inventory control, and stock-keeping capabilities. Ability to compile, review, and report maintenance statistics and historical data with a high level of accuracy and attention to detail. Effective written and verbal communication skills for working with maintenance personnel, internal departments, suppliers, and service providers. Ability to prioritize multiple assignments, meet deadlines, work independ…

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