Parts Room Coordinator

Join a team that nourishes life from farm to table! Upstate Niagara Cooperative, proudly owned by 200+ local family farms, is one of America’s largest and most stable dairy cooperatives. Guided by farmer- and employee-led values, we process and market high-quality milk, yogurt, dips, sour cream, cottage cheese, and more under our trusted brands: Upstate Farms®, Bison®, Milk for Life®, and Intense Milk®. Here, you’ll support sustainable farming, strong communities, and the mission to deliver fresh, local dairy to families every day. 

Hours: 2nd Shift M-F (3pm-11:30pm)

Position Summary

The Parts Room Coordinator plays a critical role within the Maintenance Department by supporting equipment reliability and plant operations through effective maintenance purchasing and spare parts inventory management.

This position is responsible for high-volume, time-sensitive maintenance transactions, including requisition processing, part identification, supplier coordination, and cycle counting. Serving as a key link between maintenance, purchasing, and suppliers, the role ensures efficient workflows, cost control, and accurate inventory management.

This position directly supports:

• Equipment uptime


• Preventative maintenance compliance


• Inventory accuracy and material availability


• Cost control through disciplined purchasing practices

Key Responsibilities

Maintenance Purchasing Execution

• Process and manage purchase requisitions for maintenance parts and services


• Source and identify correct parts with accurate specifications


• Coordinate with vendors on pricing, availability, and lead times


• Expedite critical orders to support urgent maintenance needs


• Ensure timely creation and follow-up of purchase orders

Inventory & Spare Parts Management

• Maintain accurate inventory levels for maintenance-critical spare parts


• Own and execute the cycle counting program to ensure inventory accuracy


• Investigate and resolve inventory discrepancies


• Ensure proper part labeling, storage, and organization


• Support stocking strategies for critical spare parts

Supplier Coordination & Cost Control

• Work with approved suppliers to ensure dependable supply and service


• Obtain competitive quotes when applicable


• Support bid best practices, including:




• Competitive bidding when lead time allows


• Price validation against historical spend


• Use of approved vendors




• Track and work to reduce premium freight and emergency purchasing

Maintenance Support & Coordination

• Serve as the primary point of contact for maintenance-related parts needs


• Ensure parts availability for:




• Corrective maintenance


• Preventative maintenance


• Planned shutdowns




• Proactively communicate part status, delays, and potential risks

Systems, Data & Documentation

• Maintain accurate data in CMMS/ERP systems (parts, pricing, and vendor information)


• Track purchase order status and delivery timelines


• Maintain purchasing documentation for compliance and audits


• Support reporting related to:




• Stockouts


• Expedited orders


• Maintenance spend trends

Performance Expectations (What Success Looks Like)

• Reduced stockouts and improved parts availability


• Accurate inventory with consistent cycle count completion


• Lower expedite rates and reduced premium freight costs


• Fast, accurate purchasing cycle times


• Strong vendor relationships and responsiveness


• Improved maintenance efficiency and reduced downtime

Required Qualifications

• High school diploma or equivalent (Associate’s degree or technical background preferred)


• Minimum of 2 years of experience in a purchasing, inventory, or maintenance support role


• Strong mechanical aptitude with the ability to identify maintenance parts


• Experience with CMMS, ERP, or inventory management systems


• Proficiency in Microsoft Excel and basic computer systems

Preferred Qualifications

• Experience in a manufacturing or food/dairy environment


• Familiarity with maintenance parts such as motors, bearings, valves, and pneumatics


• Knowledge of MRO (Maintenance, Repair, and Operations) inventory practices


• Understanding of procurement processes and vendor management

Core Competencies

• Attention to Detail – Accuracy in part identification and inventory management


• Urgency & Execution – Ability to support fast-paced maintenance demands


• Organization – Strong discipline in inventory control and documentation


• Communication – Clear and effective coordination with maintenance teams and suppliers


• Accountability – Ownership of purchasing decisions and inventory outcomes

Working Conditions

• Combination of office and shop-floor environment


• Frequent interaction with maintenance personnel and external vendors


• May require lifting parts and working in storage or warehouse areas

Pay: $25/hr.*

* The salary range listed for this position represents the good faith and reasonable minimum and maximum pay for this role at the time of posting.  Actual compensation may vary based on factors including, but not limited to, experience, skills, training, knowledge, education, and overall qualifications.  The posted salary range reflects just one component of our total rewards package. Other components of the total rewards package may include participation in group health and/or dental insurance, retirement plan, wellness program, paid time away from work, and paid holidays.

Upstate Niagara Cooperative, Inc. is committed to equal employment opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic.