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Maintenance Spare Parts Procurement Specialist

Life Sciences / Regulated Manufacturing Role Layout

Role Focus

MRO spare parts sourcing procurement support inventory accuracy and CMMS/ERP data integrity for life sciences maintenance operations.

Environment

Pharmaceutical biotechnology medical device or other regulated manufacturing setting supporting GMP/GxP controlled facilities utilities and production-support equipment.

Primary Systems

IBM Maximo CMMS JDE procurement/ERP supplier portals technical catalogs Excel reporting tools and site document repositories.

Primary Partners

Maintenance Reliability Planning/Scheduling Engineering Storeroom Procurement Finance Quality EHS OEMs distributors and repair vendors.

Position Summary

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.

Role Purpose

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.

Primary Day-to-Day Responsibilities

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.

Key Responsibilities and Accountabilities

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 claims repair orders returns replacements core exchanges and supplier follow-up.

2. Inventory Optimization and Storeroom Support

Review usage history lead time equipment criticality maintenance demand and production risk to recommend min/max levels reorder points and stocking strategy.

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 that could impact maintenance execution.

Support cycle count follow-up inventory investigations stockout reviews and material availability checks as needed.

3. CMMS and ERP Data Management

Maintain accurate spare parts data in IBM Maximo including descriptions manufacturer names manufacturer part numbers supplier information units of measure costs storeroom locations 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 including purchase order discrepancies receiving mismatches pricing variances supplier account issues and accounts payable holds.

Raise and track vendor workflow requests needed to correct update activate or maintain supplier/vendor account information.

Validate that Maximo and JDE records remain aligned where process handoffs manual entry or system limitations create data-risk points.

Create revise or support spare parts records according to site procedures data standards and approval requirements.

Maintain supporting documentation such as supplier quotes technical data sheets manuals catalog references drawings photos and supplier communications.

4. Technical Parts Identification

Work 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 of construction seal type sanitary connection calibration requirement connection type and compatibility requirements.

Research replacement parts superseded part numbers cross-references approved alternatives and OEM-recommended substitutions.

Support equipment standardization and spare parts rationalization efforts where common parts can reduce operational risk and inventory burden.

Escalate unclear or high-risk substitutions to the appropriate technical owner before purchase item setup or installation support.

5. Supplier and Stakeholder Coordination

Build and maintain working relationships with OEMs authorized distributors repair vendors and approved suppliers.

Monitor supplier responsiveness lead-time reliability quote accuracy delivery performance documentation quality and issue resolution.

Serve as a coordination point between Maintenance Reliability Planning/Scheduling Storeroom Procurement Finance Quality EHS and suppliers.

Communicate order status part availability delivery risks and issue resolution clearly and timely.

Support preferred supplier usage consolidated purchasing opportunities repair programs and vendor-managed inventory opportunities where appropriate.

Coordinate vendor-managed inventory activity with primary support for the Grainger account and assist with issue resolution replenishment follow-up and supplier communication.

Manage and support Rockwell Parts Management Agreement (PMA) activity including supplier follow-up order coordination part availability and escalation of unresolved issues.

Serve as the Spare Parts team point of contact with Purchasing and Finance for invoice vendor account purchase order receiving and payment-related issue resolution.

6. Compliance Quality and Audit Readiness

Follow company procurement finance safety inventory quality and site compliance procedures.

Maintain documentation and traceability needed to support regulated life sciences expectations including GMP/GxP requirements where applicable.

Use approved suppliers and required approval paths when sourcing parts services repairs or substitutions.

Support audit readiness by maintaining accurate records clear part descriptions retrievable procurement documentation and appropriate approval evidence.

Escalate quality safety supplier data integrity or compliance concerns through the appropriate internal process.

7. Reporting and Continuous Improvement

Generate and maintain reports related to open orders lead times stockouts spend price variance inventory turnover critical spare gaps duplicate items obsolete inventory and supplier performance.

Analyze trends to identify cost savings recurring supply issues process delays data-quality concerns and opportunities to improve maintenance readiness.

Support KPI development process documentation training materials and standard work for spare parts procurement and inventory activities.

Recommend improvements that reduce rework shorten procurement cycle time improve data quality and increase maintenance execution readiness.

Participate in continuous improvement efforts connected to storeroom operations Maximo data quality procurement flow and maintenance execution support.

Required Qualifications

High school diploma or equivalent required.

3 to 5 years of experience in spare parts procurement MRO purchasing storeroom operations inventory management maintenance planning or a related industrial support function.

Experience supporting maintenance facilities utilities or manufacturing operations in an industrial regulated or life sciences environment.

Working knowledge of CMMS and ERP systems preferably IBM Maximo and JDE; ability to learn navigate and support future ERP/CMMS transitions including SAP implementation readiness.

Ability to research and verify part specifications using drawings manuals BOMs nameplates photos supplier catalogs and vendor technical resources.

General understanding of mechanical electrical controls instrumentation HVAC utility facility or process-support components.

Strong attention to detail with the ability to maintain accurate item supplier cost inventory and procurement data.

Ability to prioritize urgent requests while balancing routine purchasing data cleanup supplier follow-up and inventory support work.

Proficiency with Microsoft Office tools especially Excel Outlook and Teams; must be able to use Excel for sorting filtering lookups pivot tables conditional formatting data reconciliation and basic reporting.

Ability to work with SQL queries CMMS/ERP reports Power Query Power BI or similar data analysis tools to extract compare validate and interpret procurement inventory invoice vendor and spare parts data.

Strong written and verbal communication skills with the ability to work across technical and non-technical teams.

Preferred Qualifications

Associate degree in Supply Chain Business Administration Accounting Procurement Purchasing or a related business discipline.

Direct experience in pharmaceutical biotechnology medical device clean manufacturing or other GMP/GxP regulated environments.

Hands-on experience with IBM Maximo modules such as Inventory Purchasing Work Order Tracking Assets Preventive Maintenance and reporting.

Hands-on experience with JDE procurement inventory supplier records purchase order processing receiving and accounts payable invoice matching.

Experience with SAP or SAP S/4HANA including procurement materials management inventory receiving vendor master plant maintenance or invoice-resolution processes preferred due to future system implementation plans.

Technical background in maintenance mechanical systems electrical systems instrumentation automation HVAC utilities process equipment or facilities operations.

Experience supporting critical spare parts programs min/max optimization cycle counts inventory cleanup repair programs or vendor-managed inventory.

Familiarity with GMP/GxP documentation expectations approved supplier requirements change control awareness deviation awareness audit support or data integrity expectations.

Experience using data analysis or reporting tools to support inventory procurement supplier or maintenance performance metrics.

System and Data Competencies

Data analysis tools: Excel SQL queries Power Query Power BI or similar tools used to extract compare validate reconcile and report procurement inventory vendor invoice and spare parts data.

SAP readiness: exposure to SAP procurement materials management inventory plant maintenance supplier/vendor master receiving or invoice-resolution processes preferred as the site prepares for future implementation.

JDE: purchase order support supplier/vendor records receiving follow-up inventory inquiries and accounts payable invoice matching or issue resolution.

IBM Maximo: inventory transactions item master records work order parts support asset associations purchase request support reporting and data quality review.

System / Area

Expected Competency

IBM Maximo

Inventory transactions item master records storeroom balances reorder points work order material planning asset-to-item relationships purchase requisition support reporting and data cleanup.

JDE / ERP

Purchase order processing supplier records inventory inquiries receiving follow-up cost data AP invoice matching support and procurement status tracking.

Excel / Reporting

Data cleanup lookups pivot tables open order tracking usage analysis lead-time tracking supplier metrics and KPI support.

Data Integrity

Ability to reconcile part supplier cost inventory and order information across Maximo JDE supplier quotes physical inventory and supporting documentation.

Documentation

Ability to maintain retrievable technical and procurement documentation that supports audit readiness and consistent maintenance execution.

Technical Knowledge Areas

Process-support equipment packaging equipment facility equipment utility systems and maintenance consumables.

Clean utilities plant utilities pumps motors valves actuators seals gaskets hoses filters fittings belts bearings gearboxes and drives.

HVAC systems air handlers exhaust systems building automation systems controls sensors switches and instrumentation.

Electrical panels VFDs relays fuses contactors power supplies encoders safety components and control components.

Sanitary piping tubing clamps gaskets connection types material compatibility and utility/process-support fittings.

Fire safety security life safety elevator and other vendor-supported facility systems where applicable.

Key Success Measures

Reduced stockouts and fewer maintenance delays caused by missing or incorrectly identified parts.

Improved part description quality manufacturer data accuracy supplier data accuracy and Maximo/JDE alignment.

Improved quote turnaround order follow-up supplier responsiveness and lead-time visibility.

More accurate min/max levels based on usage lead time equipment criticality and operational risk.

Reduced duplicate obsolete non-moving or incorrectly stocked inventory.

Clear retrievable documentation that supports audit readiness technical traceability and repeatable sourcing.

Stronger partnership between Maintenance Reliability Planning Storeroom Procurement Finance Quality EHS and suppliers.

Timely resolution of invoice discrepancies vendor workflow issues and Purchasing/Finance escalations that affect spare parts ordering or supplier payment.

Effective management of key supplier programs including Grainger VMI activity and the Rockwell Parts Management Agreement.

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all the requirements. Were interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness so we offer a supportive culture and comprehensive benefits package that prioritizes mental physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

• Early access to earned wages through Daily Pay

At JLL we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities we analyze your application for relevant skills experiences and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role yourepursuing.

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