CH - Maintenance Inventory & Procurement Specialist

Canadian Operations | Procurement & Maintenance Support

Reports to

Purchasing Coordinator

Location

British Columbia

Department

Procurement

Employment

Full-time

Position Summary

Reporting to the Purchasing Coordinator, the Maintenance Inventory & Procurement Specialist is responsible for the day-to-day management of maintenance inventory, spare-parts purchasing, receiving activities, work-order purchasing support, and Limble CMMS administration for Canadian Operations.

The position is the key link between Procurement, Maintenance, Warehousing, Accounts Payable, Finance, contractors, and suppliers. The role maintains accurate spare-parts inventory, coordinates transactions in Sage X3 and Limble, supports maintenance work orders, and ensures materials and services are available when required. The successful candidate must be hands-on, proactive, detail-oriented, and comfortable resolving discrepancies before they affect operations.

Key Responsibilities

Maintenance Inventory & Spare Parts

• Maintain accurate maintenance spare-parts inventory in Limble CMMS and Sage X3.
• Create and maintain spare-part records, including descriptions, part numbers, supplier information, and stocking details.
• Conduct ongoing cycle counts, investigate discrepancies, and support timely inventory counts.
• Monitor inventory levels and recommend replenishment, minimum/maximum levels, reorder points, and critical-spares requirements.
• Track parts issued to work orders and parts sent to suppliers or contractors for repair.
• Work closely with Maintenance to understand parts requirements and maintain availability of critical materials.

Limble CMMS & Work Order Support

• Manage day-to-day maintenance inventory activities within Limble CMMS.
• Monitor approximately 40 to 60 maintenance work orders per week and ensure required purchasing actions are completed.
• Review work orders to determine whether contractor services, materials, or replacement parts require purchase orders.
• Create and maintain purchase orders associated with maintenance work orders.
• Attach invoices and supporting documents to the appropriate purchase orders and work orders for approval and closure.
• Assign parts consumed during maintenance activities to the appropriate work orders.
• Monitor relevant maintenance communication channels to identify parts usage, contractor activity, and outstanding requirements.
• Attend daily maintenance meetings and follow up on assigned purchasing and inventory actions.

Purchasing & Supplier Management

• Process day-to-day purchase requirements for maintenance parts, services, and assigned procurement categories.
• Obtain competitive quotations, normally including three quotes where appropriate, and provide suppliers with photos, specifications, equipment information, and part numbers.
• Follow up with suppliers on technical questions, pricing, availability, order status, and delivery.
• Create and release purchase orders to approved suppliers and expedite outstanding orders.
• Identify sourcing alternatives when current suppliers cannot meet operational requirements.
• Support cost-saving, supplier-performance, compliance, and supply-risk initiatives.
• Escalate pricing, quality, delivery, or supplier-performance issues to the Purchasing Coordinator.

Receiving, ERP & Procure-to-Pay Control

• Process receiving activities for assigned maintenance materials and spare parts in Sage X3.
• Create Limble purchase orders at the time parts are physically received so inventory is recorded in the correct accounting period.
• Coordinate Limble and Sage X3 transactions to maintain accurate inventory valuation and transaction timing.
• Monitor open purchase orders and investigate overdue, incomplete, or unmatched transactions.
• Work with Accounts Payable to resolve purchase order, receipt, invoice, and documentation discrepancies.
• Maintain accurate supporting records and follow company procure-to-pay policies and controls.

Raw Materials & Operational Reporting

• Record packing lists and receiving documentation for assigned raw materials, including straw.
• Verify packing-list documentation for chicken manure and spent compost and add Sage receiving references for Accounts Payable matching.
• Manage receiving documentation for other assigned suppliers and raw-material categories.
• Prepare and submit required daily and weekly tonnage reports to farms.
• Perform other duties and support Procurement, Maintenance, inventory, and systems-improvement projects as required.

Qualifications & Education

• College diploma or degree in Supply Chain Management, Business Administration, Operations, Maintenance, or a related field preferred.
• One to three years of experience in purchasing, inventory control, maintenance stores, MRO, warehousing, or supply chain.
• Experience in a manufacturing, agricultural, food-production, or multi-site operating environment preferred.
• Experience with ERP and CMMS platforms; Sage X3 and Limble experience are highly desirable.
• Understanding of maintenance spare parts, MRO materials, inventory control, receiving, and procure-to-pay practices.
• Strong Microsoft 365 and Excel skills, with the ability to maintain accurate records and analyze inventory data.
• Ability to manage multiple work orders, purchase orders, quotations, and supplier follow-ups simultaneously.
• Strong written and verbal communication skills with internal teams, suppliers, contractors, and Accounts Payable.
• Ability to work independently, act with urgency, and proactively resolve discrepancies in a fast-paced environment.
• Occasional domestic travel may be required.

Preferred Skills

• Knowledge of maintenance, repair, and operations (MRO) inventory management.
• Experience establishing reorder points, minimum/maximum levels, and critical-spares controls.
• Ability to identify or research mechanical and electrical parts using drawings, photos, equipment details, and part numbers.
• Experience supporting preventive and corrective maintenance through a CMMS.
• Strong supplier follow-up, negotiation, decision-making, and problem-solving skills.
• Ability to build productive working relationships with Maintenance personnel, contractors, suppliers, and cross-functional teams.

Physical Demands & Work Environment

• Regularly required to sit, stand, walk, climb stairs, and work within maintenance stores and inventory areas.
• Frequently required to use fine motor coordination; occasionally required to bend, stoop, crouch, reach, or balance when inspecting or counting inventory.
• Occasional exposure to varying temperatures, weather conditions, noise, and operational hazards; personal protective equipment may be required.
• Professional conduct and regular participation in maintenance, planning, and general staff meetings are required.