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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.

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 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.

* 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.

* 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.

* 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.

* 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.

* 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 don't meet all the requirements. We're 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 you'repursuing.

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