Maintenance Systems and Inventory Specialist

The Role

The Maintenance Systems & Inventory Specialist plays a key role in managing the company-wide Computerized Maintenance Management System (CMMS), standardizing inventory practices, and supporting site-level maintenance operations across cultivation and manufacturing facilities. This position ensures consistency and accuracy in preventive maintenance, work order tracking, and parts inventory while also supporting project tracking and purchasing coordination. This role may require increased travel during the initial ramp-up period as systems are standardized, and site-level training and auditing are performed. As the company continues to grow, this role may evolve to include additional administrative and system-based responsibilities at the corporate level.

Essential functions:

CMMS Oversight:

· Administer and support the CMMS platform across all company facilities (e.g., eMaint).

· Audit CMMS usage at the site level to ensure consistent data entry, PM scheduling, and asset management.

· Work with site maintenance teams to standardize workflows and system configurations.

· Provide training, documentation, and ongoing support to maintenance personnel on CMMS best practices.

Inventory Control & Purchasing Support:

· Oversee and maintain accurate parts inventory data within the CMMS across all locations.

· Audit physical inventory and reconcile discrepancies between stock and system records.

· Establish and monitor reorder points and coordinate with procurement when restocking is needed.

· Collaborate with site teams and purchasing to ensure critical spare parts are available when needed.

Documentation & Reporting:

· Develop and maintain SOPs, work instructions, and user guides related to CMMS usage and inventory processes.

· Generate regular reports on preventive maintenance compliance, parts usage, inventory levels, and downtime trends.

· Assist in maintaining audit-ready documentation for regulatory compliance and internal quality standards.

Project Coordination Support:

· Stay current on site-level maintenance-led projects and track progress, milestones, and deliverables.

· Act as a liaison between corporate leadership and site teams to ensure clear communication and alignment.

· Support project documentation, material coordination, and data entry as needed in the CMMS.

· Support the development of new administrative processes, tools, and reporting mechanisms as corporate maintenance operations mature.

· Be adaptable to take on additional duties related to systems administration, compliance tracking, or data consolidation as directed by corporate leadership.

Travel & Site Support:

· Travel to cultivation and manufacturing facilities to conduct audits, deliver training, and support implementations (approx. 25–40%, with potential for more frequent travel during onboarding or project rollout periods).

· Participate in on-site reviews of maintenance and inventory practices to identify gaps and improvement opportunities.

Job Title: Maintenance Systems and Inventory Specialist Reports: Manager, Maintenance Systems

Department: Supply Chain FLSA: Full Time/Exempt

Safety & Compliance:

· Be aware of hazards in the workspace.

· Report safety incidents/ concerns and comply with follow-up actions.

· Be compliant with area safety requirements, state regulations and PPE requirements.

· Follow GMP, biosecurity, sanitation or other quality and compliance requirements.

· Perform record keeping accurately and completely as directed by a lead or supervisor.

· Report and escalate safety & quality concerns.

Working Conditions

· While performing the duties of this job, the employee is regularly required to perform reaching, grasping, bending, stooping, talking, hearing, seeing and repetitive motions.

· Ability to work in a fast-paced, changing, and challenging environment

· Travel required 25% to 40% for audits, training and project coordination.

· Work involves occasional exposure to allergens (such as cannabis, tree nuts, and coconut oil).

Qualifications

· Minimum of a high school diploma; bachelors degree preferred

· 3+ years of experience with CMMS administration, maintenance operations or inventory management

· Multi-site manufacturing experience preferred

· Proficiency in CMMS platforms (i.e. Flix, MaintainX, UpKeep, eMaint).

· Strong Excel skills including working with data sets, reports and KPI’s

· Familiarity operating within an ERP or inventory management system.

· Strong analytical skills, with the ability to analyze data, and make data-driven decisions to optimize procurement and inventory performance.

· Hands-on expertise developing and implementing programs for cost reduction, supplier performance management and inventory reduction.

· Excellent negotiation, communication, and interpersonal skills, with the ability to build and maintain relationships with internal stakeholders and external suppliers.

· Knowledge of procurement best practices, contract management principles, and regulatory requirements related to procurement and inventory management.

· Highly motivated, self-directed, innovative, and able to work independently or among teams with keen judgement, common sense and resourcefulness.

· Adapts and thrives in a demanding, start-up, fast-paced environment.

· Superior communication and interpersonal skills (verbal, non-verbal, written) and possesses a high level of critical thinking, with the ability to build relationships at all levels, both internally and externally.

· Operates with a high level of professionalism and integrity, including dealing with confidential information.

Additional Requirements

· Must be at a minimum of 21 years of age.

· Must possess valid state ID.

· Travel required 25% to 40% for audits, training and project coordination.

· Must be able to obtain, and maintain, state badging requirements to work in the cannabis industry (requires background check and state review)