Maintenance Procurement Coordinator

TITLE: Maintenance Procurement Coordinator

REPORTS TO: Maintenance Parts and Purchasing Lead

FLSA STATUS: Non-Exempt

SHIFT: 8:00am to 5:00pm

This position is open to any qualified INDIVIDUAL regardless of sex, race, age, color, religion, national origin or disability.

Position Purpose The Purchasing Agent supports maintenance, engineering, production, and MRO operations by sourcing materials and services, managing purchase orders from request through receipt, resolving discrepancies, and maintaining accurate purchasing records. The role uses MVP, Jazz, Coupa, P4K, Excel, Power BI, and eBusiness platforms to support timely and cost-effective purchasing decisions.

Essential Functions/Major Responsibilities

• Create, review, and maintain purchase requisitions and purchase orders in MVP, Jazz, Coupa, and P4K in
• accordance with approval requirements and company procedures.
• Purchase stock and non-stock maintenance parts, production supplies, repair services, chemicals, lubricants, adhesives, and other assigned materials.
• Obtain and evaluate vendor quotations based on price, quality, availability, lead time, freight, payment terms, and service; identify alternate suppliers and hard-to-find items when needed.
• Place orders, document confirmations, track promised delivery dates, and follow up on late, delayed, backordered, or unshipped items.
• Maintain accurate vendor, item, equipment, order, receipt, delivery, quote, and supporting documentation in applicable systems and files.
• Reconcile purchase orders, receipts, packing slips, invoices, and system records; investigate and resolve quantity, price, tax, freight, duplicate receipt, and payment discrepancies.
• Manage capital and non-capital purchasing activity, including required project, work order, asset, equipment, and capital authorization references.
• Coordinate returns, repairs, exchanges, warranties, credits, reclaimed parts, and freight claims through final resolution.
• Communicate order status, shortages, substitutions, shipment details, and purchasing issues to vendors, requestors, receiving, accounting, and management.
• Generate and monitor open purchase order, past-due, receipt, exception, spend, vendor performance, and reconciliation reports.
• Use Excel and Power BI to clean, compare, analyze, and present purchasing, inventory, delivery, receipt, and supplier performance data.
• Support standard operating procedures and provide backup assistance for procurement, parts, tool crib, and receiving functions as assigned.
• Maintain a safe, clean, organized, and professional work environment; comply with company policies and perform other duties as assigned.

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Preferred Systems Experience

• Hands-on experience with MVP, Jazz, Coupa, and P4K for purchasing, approvals, order management, receiving, or reconciliation.
• Advanced Microsoft Excel skills, including formulas, lookups, pivot tables, sorting, filtering, data cleanup, comparisons, and report preparation.
• Experience with Microsoft Power BI, including importing data and building reports, dashboards, and supplier performance visuals.
• Heavy eBusiness experience with vendor portals, electronic ordering, order confirmations, shipping notices, invoicing, document retrieval, and online account management.
• Proficiency with Microsoft Outlook, Word, Teams, and related business applications.

Education/Experience/Skills Required

• High school diploma or GED required; associate degree in business, supply chain, procurement, accounting, or a related field preferred.
• Three or more years of purchasing, procurement, MRO, maintenance, inventory, receiving, accounts payable, or related experience preferred.
• Experience working with vendors and internal business partners in a fast-paced operational or manufacturing environment.
• Equivalent combinations of education, training, and relevant experience may be considered.
• Strong purchasing judgment, attention to detail, organization, follow-through, and problem-solving skills.
• Ability to manage multiple priorities, urgent orders, deadlines, interruptions, and changing operational needs.
• Ability to identify root causes and coordinate practical resolutions across departments and suppliers.
• Clear written and verbal communication skills and the ability to work independently within a collaborative team.
• Ability to handle pricing, supplier, financial, and company information with appropriate confidentiality.

An Equal Opportunity Employer including Disabled/Veterans