Facilities Inventory Specialist (Johns Hopkins Facilities and Real Estate)

Johns Hopkins University; Baltimore (MD); On-site; USD 30,000 - 52,000; Full time

Job summary

Johns Hopkins University is seeking a Facilities Inventory Specialist to manage the Homewood Campus storeroom, overseeing receiving, stocking, issuing, and replenishment to support Facility Operations. You will maintain accurate records, track usage trends, and collaborate with Procurement, vendors, and JHFRE IT to ensure data accuracy and timely material availability.

The role emphasizes operational readiness, KPI tracking, and consistent inventory practices within Facility Operations,

Qualifications

• High school diploma or GED or equivalent.
• Three years in facilities coordination, office management, logistics, or admin operations.
• Additional education may substitute for experience per JHU rules.

Responsibilities

• Serve as primary contact for materials requests and manage receiving, stocking, and issuing materials.
• Monitor stock levels, initiate reorders, and coordinate with procurement and vendors.
• Track inventory levels and run cycle counts and audits.
• Maintain min/max levels, recordkeeping, and reporting on inventory performance.

Skills

Organizational skills

Multitasking

Communication

Customer service

Record keeping

Manual handling

Education

High school diploma or GED

Associate/Bachelor’s degree in a related field

Tools

Workday

Maximo

Microsoft Office

Job description

We are seeking a Facilities Inventory Specialist who will be responsible for managing the day-to-day operations of the Johns Hopkins University Facilities and Real Estate (JHFRE) storeroom supporting Facility Operations. The specialist is responsible for inventory tracking, material distribution, and maintaining appropriate stock levels to support Facility Operations in the maintenance and operation of assigned facilities on the Homewood Campus. The specialist will help establish and maintain consistent inventory practices, improve visibility into materials usage, and support cost control efforts across Facility Operations.

This position serves as an operational resource within Facility Operations and works closely with technicians, supervisors, Procurement, vendors, and JHFRE IT to support accurate receiving, stocking, issuing, replenishment, and related system activity. The role is also intended to reduce the administrative burden currently carried by technicians and supervisors for routine inventory-related tasks. This position is part of the Facility Operations team and will report to the Facility Operations Shop Manager.

This role is responsible for the operational management of the Facilities storeroom and related inventory areas, including receiving, inventory control, material distribution, and replenishment. The position serves as a key point of coordination between Facility Operations, Procurement, and vendors to help ensure timely availability of materials and accurate inventory tracking. The position is expected to support consistent inventory processes, maintain accurate records, identify routine discrepancies, and provide regular reporting on inventory conditions and performance. The role does not establish departmental policy or broader system strategy, but it does support operational readiness, data accuracy, and process consistency within its assigned scope.

Specific Duties & Responsibilities

Storeroom Operations

• Serve as the primary contact for Facility Operations staff requesting materials.
• Manage receiving, stocking, and issuing of materials.
• Ensure proper labeling, categorization, and storage.
• Maintain a clean and compliant storeroom environment.
• Maintain accurate records of all inventory, including parts, supplies, and equipment.

Procurement and Inventory Management

• Monitor stock levels and initiate reorders based on established thresholds.
• Coordinate with Procurement and vendors for timely delivery.
• Track inventory levels and usage trends to help maintain appropriate stock levels.
• Conduct regular cycle counts and periodic full inventory audits.
• Maintain min/max levels and reorder points.
• Identify routine discrepancies, obsolete materials, excess stock, or other issues affecting inventory accuracy or efficiency, and elevate them as appropriate.
• Support timely response to material needs while helping reduce avoidable stockouts and rush orders.

Operational Coordination

• Coordinate with maintenance teams to help ensure parts availability for planned and reactive work.
• Support supervisors and technicians by assuming responsibility for routine inventory-related administrative tasks, record upkeep, and coordination.
• Help improve consistency in day-to-day inventory practices across Facility Operations.

Performance Management

• Establish, track, and review Key Performance Indicators (KPIs) related to inventory accuracy, usage trends, stock availability, stockouts, obsolete inventory, turnaround time, and rush order activity.
• Provide monthly feedback to the Shops Manager and Facilities leadership on established KPIs, inventory conditions, and improvement opportunities.
• Recommend opportunities to improve efficiency and fiscal accountability.

Systems and Data Support

• Collaborate with JHFRE IT to support system integrity and coordination between Maximo and Workday.
• Review and validate inventory and system data.
• Support testing, data validation, training, and process changes related to inventory systems and workflows, as assigned.
• Help identify data, process, or control issues that may affect inventory accuracy or operational readiness.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Three years of experience in facilities coordination, office management, logistics, or administrative operations.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

• Strong organizational and multitasking skills in a fast-paced environment.
• Comfortable working in an operational or industrial environment.
• Strong communication and customer service skills.
• Ability to maintain accurate records and support basic reporting.
• Ability to lift and move packages as needed.

Preferred Qualifications

• Associate’s or Bachelor’s degree in a related field.
• Experience working in higher education.
• Knowledge of MRO (maintenance, repair, operations) supplies
• Experience supporting inventory-related reporting, data validation, or process improvement efforts

Technical Qualifications and Specialized Certifications

• Familiarity with CMMS or ERP systems such as Workday and Maximo.
• Proficient with Microsoft Office and basic procurement, ticketing, or inventory systems.
• Ability to support basic analysis, reporting, and data validation related to inventory operations.

Classified Title: Facilities Inventory Specialist
Role/Level/Range: ATO 37.5/02/OF
Starting Salary Range: $21.80 - $37.80 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday
FLSA Status:Non-Exempt
Location: JH at Keswick
Department name: Building Operations and Maintenance
Personnel area: University Administration