Parts Clerk / Maintenance Planner

Job Description

Job Description

Purpose

The Parts Clerk / Maintenance Planner ensures the efficient operation of the maintenance department by overseeing spare‑parts inventory, coordinating maintenance workflows, and supporting both the Department with accurate planning, scheduling, and documentation. This role ensures maintenance activities are executed effectively while minimizing downtime and optimizing resource utilization.

Summary

The Parts Clerk / Maintenance Planner acts as the central hub for maintenance coordination. This position manages all inventory of spare parts and supplies, processes work orders, organizes preventive maintenance (PM) schedules, and ensures accurate communication across shifts. The role supports mechanics by ensuring required materials, and documentation are available and partners with the Lead Supervisor to streamline and improve maintenance processes.

Key Responsibilities

Parts & Inventory Management

• Manage and maintain inventory of spare parts, tools, and maintenance supplies.
• Receive, organize, label, and store parts in an efficient and orderly manner.
• Track inventory usage and perform regular cycle counts and audits.
• Reorder parts proactively to maintain minimum stock levels and prevent shortages.
• Work with vendors to source replacement parts, obtain quotes, and ensure timely delivery.
• Maintain accurate records of parts transactions within the CMMS/Inventory system.

Maintenance Planning & Scheduling

• Create, assign, and track work orders for corrective, preventive, and predictive maintenance.
• Review PM schedules and coordinate upcoming tasks with the Lead Supervisor.
• Ensure all required materials, tools, and manuals are prepared before scheduled maintenance begins.
• Monitor incomplete or overdue work orders and escalate when needed.
• Assist in the development and optimization of PM plans based on equipment history and performance.

Technical & Operational Support

• Support mechanics by ensuring quick access to correctly identified parts during breakdown events.
• Assist in documenting equipment failures, root cause data, and repair notes.
• Update equipment records, drawings, manuals, and BOMs as changes occur.
• Coordinate special projects, contractor activities, and planned shutdowns.
• Work closely with the Lead Supervisor to identify parts standardization opportunities.

Communication & Coordination

• Communicate work order priorities, part availability, and PM schedules across all shifts.
• Partner with operations to schedule maintenance tasks while minimizing production disruption.
• Provide status updates to the Lead Supervisor and contribute to planning meetings.
• Maintain organized digital and physical documentation for audits and inspections.

Safety & Compliance

• Ensure all parts handling and storage processes comply with company and regulatory safety standards.
• Support the maintenance team during safety audits and inspections.
• Maintain a clean, safe, and well-organized parts room and planning workspace.

Skills & Qualifications

• 2+ years of experience in maintenance support, inventory control, warehouse operations, or a related field.
• Familiarity with industrial equipment, mechanical components, and maintenance terminology.
• Experience with CMMS platforms (maintenance management software).
• Strong organizational skills with attention to detail and accuracy.
• Ability to multitask and prioritize work based on operational needs.
• Effective communication and teamwork skills.
• Basic computer proficiency (Excel, Word, CMMS, email).
• Ability to safely lift and move boxes, parts, and equipment (typically up to 50 lbs).

Physical & Work Environment Requirements

• Standing, bending, lifting, and walking in a maintenance or warehouse environment.
• Ability to work in hot, cold, or noisy areas when supporting technicians on the floor.
• Use of forklifts, pallet jacks, or carts as required (training provided as needed).