The Maintenance Inventory Administrator plays a key role in supporting the efficiency and effectiveness of the maintenance department by managing the inventory of spare parts, consumables, and tools. This position is responsible for the accurate tracking, receiving, storing, and issuing of maintenance supplies while ensuring inventory systems are up to date and aligned with production and maintenance schedules.

The Maintenance Inventory Administrator will collaborate closely with Technicians, Technical Planner, production staff and procurement staff to maintain optimal stock levels, support preventive maintenance programs, and contribute to minimizing equipment downtime.

HIGH-LEVEL TASKS

Inventory Management

• Maintain accurate inventory records of all maintenance parts and supplies using the company’s CMMS or ERP system (e.g., SAP PM, Fiix).

• Conduct regular cycle counts and reconcile variances between system and physical inventory.

• Identify slow-moving, obsolete, or surplus inventory and recommend disposal or reallocation.

• Ensure appropriate stock levels are maintained based on usage trends, lead times, and criticality.

Receiving, Storage, and Distribution

• Receive incoming inventory shipments; verify contents against purchase orders and packing slips.

• Label, store, and organize items in designated locations following 5S and safety principles.

• Issue parts to maintenance personnel upon request and record transactions accurately.

• Monitor expiry dates of time-sensitive materials (e.g., lubricants, seals, chemicals).

Documentation & Reporting

• Maintain up-to-date records of part numbers, equipment usage history, vendor data, and warranty coverage.

• Generate inventory reports for management on stock levels, reorder status, and consumption rates.

• Assist in maintaining accurate equipment BOMs (Bill of Materials) in coordination with Maintenance Technical Planner.

• Maintain organized, up-to-date, and easily accessible documentation, especially for food contact materials, including certificates, declarations, and regulatory compliance records to ensure readiness for internal and external audits.

Compliance and Safety

• Ensure materials are stored according to safety, WHMIS, and environmental regulations.

• Support compliance with food safety and quality standards (e.g., HACCP, SQF, GMP) through traceable recordkeeping.

• Participate in audits and support corrective actions related to maintenance materials control.

Coordination and Communication

• Liaise with Procurement on part orders, delivery timelines, and supplier quality issues.

• Communicate inventory shortages or delays to Maintenance Supervisors and Planners.

• Participate in continuous improvement initiatives such as Lean, 5S, and TPM.

COMPETENCIES (Knowledge, Skills, Ability)

• Operational Excellence – Process, discipline, efficiency awareness, planning alignment

• Compliance Focus – Food safety, traceability, regulatory rigor

• Problem Solving - Root cause analysis, critical thinking, continuous improvement mindset

• Attention to Detail -Ensures precision in planning, data entry, inventory reconciliation, and compliance documentation. Understands the implications of errors in a regulated environment.

• Problem Solving & Critical Thinking - Anticipates and resolves scheduling conflicts, raw material shortages, or labor gaps with practical, data-informed solutions. Demonstrates sound judgment under pressure.

• Accountability - Takes ownership of outcomes and deadlines without the need for close supervision. Follows through consistently on commitments.

• Communication - Effectively communicates, with clarity and collaboration

• Adaptability - Handles changing priorities, responds to plant floor issues effectively

MINIMUM QUALIFICATIONS

Education & Experience:

• High School Diploma or equivalent required; post-secondary education in Supply Chain, Logistics, or Maintenance Management an asset

• Minimum 2 years of experience in inventory control or maintenance support within an industrial, food processing, or manufacturing environment

• Familiarity with CMMS/ERP systems (SAP, Maximo, Fiix), basic mechanical terminology, barcode or RFID systems

• MS Excel, Word, and inventory software; experience with computerized inventory systems is essential

MDI is a unique partnership between Vitalus Nutrition Inc. and Gay-Lea Foods. MDI produces MPC Protein isolates for Vitalus Nutrition and butter for Gay-Lea Foods. As the managing partner, Vitalus Nutrition brings their purpose of, “Improving lives by unlocking the nutritional value of milk” to life by producing these key products for both local and global markets.

Our team in Winnipeg is proud of what we do and the contributions we make in both our local and global communities. Our culture is deeply rooted in our values of Integrity, Care, and Expertise.

We offer a comprehensive Total Rewards package that includes:

• Competitive Salary
• Health, Dental, Vision, AD&D, LTD & Life Insurance Benefits
• Employee Assistance Program
• Paid Time Off
• Learning opportunities
• Bonus Program
• RRSP/DPSP Program
• Service Recognition
• Social & Wellness Events