Maintenance Systems & Parts Coordinator
Van Holten'sOverview This role is responsible for maintenance parts sourcing and purchasing, storeroom inventory, CMMS administration, and maintenance documentation. This hands-on coordination role supports Maintenance, Engineering, and Operations by improving parts availability, organizing maintenance information, and reducing administrative work so technicians and leadership can focus on equipment reliability and continuous improvement. CORE RESPONSIBILITIES Parts Sourcing & Purchasing Research and source maintenance parts, tools, materials, and supplies, including OEM, aftermarket, and custom-fabricated components, using manuals, drawings, technician input, online resources, and approved AI tools. Obtain and compare quotes for pricing, suitability, availability, and lead times, identifying cost-effective suppliers and replacement parts. Process routine purchases within established guidelines, obtaining management approval for new items, technical substitutions, and purchases exceeding authorization limits. Maintain accurate, searchable parts records in eMaint, including specifications, cross-references, equipment associations, and supplier information, with purchasing history maintained in applicable company systems. Track orders, expedite critical parts, resolve purchasing issues, and communicate stockouts, delays, and long-lead risks. Collaborate with Supply Chain on shared suppliers, purchasing efficiencies, and inventory ownership. Coordinate with Accounting to resolve purchasing, receiving, and invoice discrepancies. Pick up and deliver maintenance parts and materials to and from suppliers and repair shops as needed. Storeroom & Inventory Management Manage the organization, accuracy, and day-to-day operation of the maintenance parts storeroom. Receive, verify, label, organize, and maintain accurate inventory records, including part numbers, quantities, and storage locations. Establish and maintain minimum and maximum inventory levels with the Maintenance Manager, proactively reordering approved parts. Maintain processes for issuing and tracking maintenance parts and recording parts usage. Conduct regular cycle counts, investigate and resolve discrepancies, and maintain inventory accuracy. Identify critical spare parts, obsolete inventory, duplicates, and opportunities to improve inventory management. Coordinate parts preparation and staging for planned preventive maintenance, equipment repairs, and shutdowns. Track repairable spare parts, coordinate outside repairs, and manage applicable warranty claims. Maintain a clean, organized, safe, and accessible storeroom. CMMS Administration Serve as the primary administrator and internal resource for the company's eMaint computerized maintenance management system (CMMS). Enter and maintain approved preventive maintenance (PM) tasks, procedures, and schedules, identifying gaps in PM coverage and equipment records. Maintain accurate equipment asset records and hierarchy, including locations, associated parts, maintenance histories, and documentation. Manage maintenance requests and work order records, ensuring requests are tracked and communicated to the Maintenance Manager for prioritization. Monitor upcoming and overdue PMs, follow up on incomplete work orders, and help ensure accurate maintenance records. Provide guidance and training to maintenance personnel on proper eMaint usage and documentation practices. Generate maintenance reports and monitor system usage, data accuracy, and opportunities for improvement. Documentation & Coordination Organize and maintain electronic equipment manuals, drawings, schematics, parts lists, and technical records in SharePoint, ensuring information is accurate, accessible, and linked to eMaint where practical. Maintain equipment-specific Lockout/Tagout (LOTO) and confined space documentation, coordinating updates with qualified personnel and ensuring only approved versions are available. Maintain current Safety Data Sheets (SDS) for maintenance-relate…