Spares Coordinator at Q-Sourcing Servtec Group

The overall purpose of this role is to manage the inventory, sourcing, and availability of critical spare parts, tools, and equipment required for the efficient operation and maintenance of the dairy processing plant. The role ensures that all technical spares are properly tracked, stored, and issued promptly through SAP to minimize machine downtime and maintain optimal plant performance.

DUTIES & RESPONSIBILITIES:

• Maintain an up-to-date inventory of all technical spare parts, tools, and critical machine components in SAP.
• Identify, source, and procure quality spares, parts, and tools from approved suppliers while ensuring cost efficiency and quality standards.
• Coordinate the receipt, inspection, storage, and issuance of technical spares and parts through SAP.
• Support maintenance and production teams by ensuring the right spares are available at the right time to minimize downtime.
• Maintain an organized and clearly labeled spares store, ensuring proper cataloging, shelving, and storage based on type, criticality, and usage frequency.
• Monitor spare parts usage trends and prepare re-order plans in SAP to avoid stock outs of critical items.
• Conduct periodic physical stock counts and reconcile variances with SAP system reports.
• Work closely with maintenance teams to understand equipment technical requirements and plan for long-lead spare parts proactively.
• Ensure all obsolete, slow-moving, or redundant spares are identified, recorded in SAP, and recommendations for disposal or alternative use are made.
• Support the Factory Manager and Maintenance Supervisor with technical insights regarding equipment spare parts specifications and compatibility.
• Maintain proper records of spare parts warranties and follow up on claims or replacements with suppliers when needed.
• Raise material requisitions, purchase orders, and spare parts procurement documentation accurately and timely in SAP.
• Observe and enforce strict compliance to health, safety, and environmental standards within the stores area.
• Attend meetings and training sessions as required.
• Any other responsibilities that may be assigned to the jobholder by the supervisor from time to time.

KNOWLEDGE, SKILLS, AND EXPERIENCE:

• Diploma in Mechanical Engineering, Mechatronics, Industrial Engineering, Electrical Engineering, or a related technical field.
• Specialized training or certification in Inventory Management, Stores Management, or SAP system usage.
• Minimum of 2 years’ hands-on experience in a manufacturing environment managing technical stores or engineering spares.
• Mandatory knowledge and working experience with SAP ERP system (Materials Management and/or Plant Maintenance modules).
• Strong knowledge of mechanical and electrical spare parts, tools, and technical equipment.
• Proficiency in SAP system for inventory management (Material Creation, Goods Receipt, Issuance, Stock Monitoring, Reporting).
• Ability to read and interpret equipment manuals, technical drawings, and spare parts catalogues.
• Inventory management skills and experience with ERP stock control systems (SAP MM/PM).
• Good negotiation and sourcing skills for spares procurement.
• Analytical thinking and problem-solving ability.
• Strong organization skills and attention to detail.
• Ability to work independently and prioritize workload.
• Good communication and teamwork skills.
• Strong computer literacy (MS Excel, SAP, Inventory Databases).
• Awareness of safety, quality, and regulatory requirements.
• Ability to work under pressure with minimal supervision and meet deadlines
• Analytical thinking and problem-solving skills