Admin Distribution Maintenance in York

Admin Distribution Maintenance (Maintenance Parts & Inventory Clerk) supports maintenance operations by ensuring parts and supplies are ordered, received, stocked, and accurately recorded so break/fix and emergency repairs can be completed without delay. The role is primarily desk-based with frequent movement in the parts room and receiving areas and includes required forklift operation. Ideal candidates are detail-oriented, reliable with follow-through, comfortable working with vendors and carriers, and able to adapt in an environment where not every situation has a written procedure.

Essential Duties and Responsibilities

• Purchasing / Ordering: Request quotes and perform price checks for maintenance parts and supplies. Create and manage purchase orders using the site purchasing process and systems. Track open orders and coordinate with vendors/carriers to support timely delivery. Maintain clear communication with maintenance regarding order status and exceptions when time-sensitive.
• Receiving, Stocking & Material Handling: Receive daily deliveries from carriers and vendors; verify part number, quantity, and condition against paperwork and orders. Operate a forklift to unload, stage, and move material; stock parts into proper storage locations. Post receipts and update records promptly per site process. Identify and coordinate resolution of receiving discrepancies including wrong shipments, damaged parts, and shortages. Maintain receiving and storage areas in an organized condition to prevent lost or misplaced materials.
• Inventory Accuracy & Control: Maintain accurate inventory records in the maintenance inventory system. Enter required inventory transactions and adjustments; communicate discrepancies for supervisor review. Support cycle counts and periodic physical verification activities as assigned.
• Vendor / Carrier Communication & Issue Resolution: Communicate with vendors regarding shipment status, backorders, returns, replacements, and credits. Coordinate corrections on discrepancies and track items through to resolution. Assist with invoice discrepancies when identified by matching order, receipt, and supporting documentation.
• Maintenance Support & Communication: Provide timely, professional support to maintenance mechanics; respond to parts requests and inquiries. Gather required information to support accurate ordering and receiving (part numbers, quantities, needed-by dates). Use judgment in situations not covered by written procedures and communicate decisions and issues appropriately. Use email and Microsoft 365 tools to communicate timely and accurately with internal and external contacts.

Knowledge, Skills, and Abilities

• Strong follow-through: consistently monitors open quotes, purchase orders, and receiving issues until resolved.
• Attention to detail and accuracy with receiving verification, record updates, and documentation.
• Ability to prioritize tasks in a mostly routine environment with occasional urgent requests.
• Professional communication skills for vendor interaction and internal customer support.
• Comfort learning without a step-by-step manual; adapts to changing maintenance needs.

Minimum Qualifications

• Willingness and ability to operate a forklift (training provided; must be willing to complete training).
• Basic computer proficiency (email, file handling, and data entry).
• Ability to lift up to 60 lbs independently; heavier items require team lift.
• Ability to work a fixed 12-hour schedule and support coverage needs as required.

Preferred Qualifications

• Experience in parts, purchasing, receiving, inventory control, or storeroom operations.
• Familiarity with maintenance inventory systems (EAM/CMMS) and purchasing platforms such as Coupa or similar tools.
• Forklift experience (not required; training provided).
• Basic familiarity with maintenance parts and terminology.

Work Environment & Physical Demands

• Primarily desk-based work with frequent standing/walking in the parts room and receiving areas.
• Exposure to normal shop noise and dust.
• Climate-controlled office; occasional outdoor forklift operation in all weather (cold, heat, rain, snow).
• Safety-toe footwear required due to equipment operation.

Schedule & Overtime

• Fixed 12-hour schedule (3 days one week / 4 days the next).
• Built-in overtime due to shift schedule; additional overtime may be available or required for vacation coverage and receiving coverage.
• Receiving needs may require coverage during extended delivery windows.