Maintenance Parts & Materials Coordinator

Ingersoll-Rand; Alsip (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Ingersoll Rand is seeking a Maintenance Parts & Materials Coordinator in Alsip, IL to organize parts, systems, and processes supporting maintenance operations. You will ensure technicians have the right parts, services, and reliable system information, handling from requests through completion.

You will source vendors, obtain quotes, manage POs, track deliveries, and maintain CMMS data accuracy. This role collaborates with Maintenance, Purchasing, Finance, and Operations and offers growth into

Qualifications

• Experience with CMMS data management and asset records.
• Strong purchasing and vendor coordination skills.
• Ability to manage parts inventory and PM support workflows.

Responsibilities

• Maintain CMMS data for assets, PMs, and work orders.
• Coordinate parts procurement and service purchases, track orders.
• Manage parts room inventory, stock levels, and cycle counts.
• Support CMMS onboarding of new equipment and data quality.

Skills

CMMS admin

Inventory control

Purchasing

Vendor coordination

Maintenance planning

Reporting

Tools

CMMS

ERP system

Job description

Maintenance Parts & Materials Coordinator

Home > Maintenance Parts & Materials Coordinator

BH Job ID: 5127

Ingersoll Rand is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances.

Job Title

Maintenance Parts & Materials Coordinator

Location

Alsip, IL

About Us

Imagine a company with technology leadership of over 160 years, yet it operates with the energy of a startup. Ingersoll Rand has dedicated itself to Making Life Better for its employees, customers, shareholders, and planets. We produce innovative and mission-critical flow creation and life science technologies – from compressors to precision handling of liquids, gasses, and powers – to increase industrial productivity, efficiency, and sustainability. Supported by over 80+ brands, our products are used in various end-markets including life sciences, food and beverage, clean energy, industrial manufacturing, infrastructure, and more. Across the globe, we’re driving growth with an entrepreneurial spirit and ownership mindset. Learn more at irco.com and join us to own your future.

Job Overview

Bring order to the parts, systems, and processes that keep maintenance moving. Ingersoll Rand’s Alsip facility supports the IRP, MP Pump and Oberdorfer Pump businesses, trusted brands known worldwide for reliable, innovative and durable fluid-handling solutions.

As the Maintenance Parts & Materials Coordinator, you will create the control, accuracy, and visibility needed to support 159 assets across Ingersoll Rand’s 100,000-square-foot Alsip facility. You will ensure technicians have the right parts, outside services, and reliable system information to complete critical preventive and corrective maintenance. Owning the process from request through completion, you will source vendors, obtain quotes, manage purchase orders, track deliveries, record received materials, maintain inventory accuracy, and coordinate activity across the CMMS, ERP, procurement, and payment processes. You will also become the site’s CMMS subject-matter expert, strengthening parts and asset data, inventory accuracy, and the connection between purchased materials and completed maintenance work. MaintainX experience is not required, but familiarity with a CMMS or comparable operational system—and the ability to learn technology quickly—is essential.

This is a non-supervisory systems-focused position requiring strong ownership, follow through and organization—not a hands-on mechanic, inventory-counting, or administrative support role. Working closely with Maintenance, Purchasing, Finance, Accounts Payable, Operations, Engineering, EHS, and external vendors, you will identify gaps, solve problems, and drive work to completion.Because the site’s maintenance materials and purchasing processes are continuing to evolve, you will have the opportunity to help build and improve them.

The strongest candidate will bring experience in maintenance coordination, parts or inventory management, logistics, industrial materials, a tool crib or storeroom, automotive service operations, or a similar environment—along with urgency, sound judgment, and consistent follow-through. For someone eager to grow within industrial maintenance, this role offers broad exposure to plant operations, equipment, purchasing, inspections, and vendors, with opportunities to expand into regulatory support, deeper maintenance expertise, and future leadership.

Responsibilities

CMMS Administration & Data Management

• Maintain accurate asset, equipment, preventive maintenance, work-order, labor, parts, and service records within the CMMS.
• Review newly submitted maintenance requests for completeness and route them to the appropriate supervisor or technician.
• Create and update work orders based on maintenance findings, approved requests, inspections, and scheduled preventive maintenance activities.
• Support the development and maintenance of equipment hierarchies, asset records, PM frequencies, task lists, and equipment documentation.
• Monitor open, overdue, incomplete, and waiting-for-parts work orders.
• Follow up with supervisors and technicians to obtain missing work-order information, labor hours, parts usage, failure codes, and completion details.
• Verify that completed work orders contain sufficient documentation before administrative closure.
• Maintain consistent naming conventions and data-entry standards within the CMMS.
• Assist with CMMS reports covering PM compliance, work-order backlog, equipment history, parts usage, recurring failures, and maintenance spending.
• Support the onboarding of new equipment into the CMMS, including asset information, manuals, parts lists, and initial PM requirements.

Parts Room & Inventory Control

• Maintain an organized, labeled, secure, and accurate maintenance parts room.

• Receive, identify, label, store, issue, and document maintenance repair parts, consumables, and critical spares.

• Maintain accurate inventory quantities, storage locations, part descriptions, manufacturer information, and equipment associations.
• Establish and maintain minimum and maximum stocking levels for frequently used and critical spare parts.

• Perform cycle counts and periodic physical inventories.

• Research and correct discrepancies between physical inventory and system quantities.

• Identify obsolete, duplicate, damaged, slow-moving, or unidentified inventory for review.

• Coordinate parts reservations and staging for planned PMs, repairs, shutdown work, and contractor activities.

• Notify Maintenance Supervisors when critical spares are below established stocking levels or unavailable.

• Maintain appropriate parts-room housekeeping, access controls, and storage practices.

• Coordinate the proper storage and documentation of lubricants, chemicals, batteries, and other maintenance materials with EHS requirements.

Purchasing, Service POs & Orders

• Prepare maintenance purchase requisitions and supporting documentation for repair parts, supplies, tools, rentals, and outside services.

• Coordinate the creation, tracking, and administrative management of maintenance service purchase orders.

• Confirm that requests contain the correct vendor, scope, asset, department, quote, cost information, and approval documentation.

• Submit approved parts and service orders through established company purchasing processes.

• Track order acknowledgements, delivery dates, backorders, cancellations, and expedited requests.

• Communicate order and delivery status to Maintenance Supervisors and affected stakeholders.

• Match received products and completed services to the applicable purchase order and supporting documentation.

• Assist with resolving quantity, pricing, receipt, invoice, and purchase-order discrepancies.

• Maintain organized records of vendor quotes, purchase orders, service reports, packing slips, invoices, warranties, and approvals.

• Escalate urgent parts or service needs that could affect equipment uptime, safety, environmental compliance, or production.

• Support emergency purchasing documentation when immediate repairs require expedited vendor service or materials.

Vendor & Service Coordination

• Maintain current maintenance vendor and service-provider contact information.

• Coordinate service-call documentation, site access information, schedules, purchase-order references, and required service reports.

• Confirm that contractor service documentation is received and associated with the appropriate asset and work order.

• Obtain repair reports, inspection results, recommendations, warranty information, and follow-up quotations from vendors.

• Track open vendor recommendations and communicate required follow-up actions to Maintenance Supervisors.

• Support contractor onboarding and required documentation in coordination with Maintenance and EHS.

• Maintain equipment warranty information and assist in identifying repairs or parts that may qualify for warranty coverage.

Maintenance Planning Support

• Review upcoming PMs and identify required parts, materials, documentation, vendor support, and equipment access requirements.

• Assemble work-order packets, manuals, drawings, procedures, service history, and parts information for planned work.

• Stage or reserve parts for upcoming PMs and corrective repairs.

• Support development of weekly maintenance schedules under the direction of the Maintenance Supervisor.

• Identify work orders delayed because of parts, purchasing, vendor availability, approvals, or missing information.

• Maintain a visible list of maintenance work that is ready to schedule.

• Support cross-shift continuity by keeping work-order, parts, and service-status information current and accessible.

• Assist with maintenance shutdown preparation, contractor scheduling, and material readiness.

Reporting & Continuous Improvement

• Prepare routine reports on inventory accuracy, stockouts, purchase-order status, parts usage, PM support, work-order backlog, and maintenance costs.

• Identify recurring purchases that should be converted into stocked items, blanket orders, or preferred-vendor arrangements.

• Identify frequently used or long-lead-time components that may require revised stocking levels.

• Help improve maintenance workflows, purchasing controls, storeroom organization, and CMMS data quality.

• Support root cause analysis by providing equipment history, prior work orders, parts usage, vendor reports, and repair-cost information.

• Participate in maintenance planning meetings and provide updates on parts, orders, vendor services, and work-order readiness.

• Support standard work and documented procedures for parts issuance, inventory counts, purchase requests, CMMS entries, and work-order closure.

Safety, Environmental & Compliance Support

• Follow all applicable site safety, environmental, purchasing, financial, and document-retention requirements.