Job Summary
DCRail is looking for a Maintenance & Supply Chain Coordinator to support the day-to-day coordination of engineering supply chain activity, maintenance materials, stock control and supplier documentation across our locomotive maintenance function.
This is an important coordination and control role within the Fleet and Engineering Support function. The successful candidate will help ensure that parts, materials, purchase orders, supplier records, delivery evidence, warranty information and stock movements are accurately recorded, traceable and available to support planned maintenance, reactive repairs and engineering project activity.
The role will suit someone who is organised, detail-focused and confident working with suppliers, maintenance teams, finance colleagues and operational stakeholders. It does not require the post holder to technically approve components or make engineering acceptance decisions, but it does require strong process discipline, accurate record keeping and the ability to challenge incomplete information professionally.
The position has been created to strengthen maintenance-material control, improve supplier communication, increase stock visibility and support better coordination between Maintenance, Planning, Finance and approved suppliers.
Duties and Responsibilities
The Maintenance & Supply Chain Coordinator will be responsible for:
- Coordinating engineering purchase requisitions and purchase order activity, ensuring requests contain the correct supplier, quote, cost code, asset, part number, serial number, quantity, price and approval information before progressing.
- Maintaining engineering order records, ensuring purchase orders, quotations, delivery notes, invoices, certificates of conformity and supplier correspondence are filed accurately and remain traceable.
- Monitoring open orders, overdue deliveries, supplier queries, invoice holds, rejected items, credits and returns, escalating issues that may affect locomotive availability, planned maintenance or project delivery.
- Supporting the Light Maintenance Manager and Heavy Maintenance Manager with material availability for planned exams, reactive repairs, work arising and engineering project activity.
- Coordinating stock records, stock issues and stock adjustments, ensuring material usage is captured against the correct asset, work activity and cost category.
- Supporting planned and ad-hoc engineering stock takes, cycle counts and stock reconciliations across DCRail-controlled stores, supplier-held material and project stock locations.
- Comparing physical stock counts against stock records, purchase order records, material issue records, serialised component records and maintenance documentation, ensuring discrepancies are recorded and escalated.
- Supporting the control of serialised, safety-related and warranty-sensitive components by ensuring that relevant serial numbers, certificates, delivery evidence and component history are recorded.
- Reviewing exam sheets, work arising sheets and supplier maintenance returns to identify material usage, missing part information, late paperwork or record gaps requiring follow-up.
- Maintaining supplier records and supporting the Approved Supplier List process by obtaining and filing relevant supplier certification, approval evidence and documentation.
- Coordinating warranty claims, supplier rejections and returns, ensuring that warranty numbers, supporting evidence, technical input and supplier responses are recorded and progressed to closure.
- Supporting the development of Bills of Material for recurring maintenance tasks and overhaul activities to reduce missing material, duplicate ordering and avoidable maintenance delays.
- Providing regular information on supplier spend, outstanding orders, invoice issues, stock availability, warranty status, supplier documentation and material risks.
- Acting as a central point of coordination between Maintenance, Planning, Finance and suppliers for maintenance-material and supply chain matters.
- Supporting improvement activity relating to stock systems, procurement workflow, record control, reporting and supplier communication.
- Ensuring that supply chain and maintenance-material records support DCRail’s Safety Management System, engineering assurance requirements and audit readiness.
Experience and Person Specification
The successful candidate will ideally have experience in procurement administration, supply chain coordination, engineering stores, maintenance administration, materials control or a similar operational support role.
Essential experience and skills:
- Experience raising, checking, tracking or maintaining purchase orders, supplier documentation, invoices, stock records or delivery information.
- Strong attention to detail and the ability to identify missing, inconsistent or incomplete information.
- Good organisational skills, with the ability to manage multiple open actions, suppliers, orders and deadlines.
- Confident communication skills, with the ability to challenge incomplete requests professionally and escalate issues appropriately.
- Good working knowledge of Microsoft Excel, including structured registers, filters and basic reporting.
- Competent use of Microsoft Outlook, Teams, SharePoint/OneDrive and standard office systems.
- Understanding of basic procurement, supplier communication, order tracking, stock control and document management principles.
- Appreciation of the importance of accurate records, traceability and controlled processes within an engineering or maintenance environment.
Desirable experience and knowledge:
- Experience within rail, rolling stock, engineering, fleet maintenance, plant, manufacturing, logistics or another safety-critical environment.
- CIPS qualification, or working towards CIPS.
- Training or qualifications in procurement, supply chain, logistics, stores management or engineering administration.
- Experience using procurement, ERP, stock management, engineering asset management or maintenance management systems.
- Awareness of approved supplier controls, warranty processes, certificates of conformity, serialised component tracking and safety-critical maintenance environments.
Personal Attributes
We are looking for someone who is structured, reliable and comfortable working in a small business environment where priorities can change quickly.
The right person will be able to maintain process discipline under pressure, work constructively with different departments, and ensure that supply chain and maintenance records are accurate, controlled and fit for purpose.
You will need to be comfortable communicating with maintenance managers, planners, finance colleagues, engineers and suppliers, while maintaining professional boundaries and escalating repeated process failure, non-compliance or unresolved issues where required.
What Success Looks Like
Success in this role will include:
- A controlled and reliable purchase order and requisition process for engineering materials and services.
- Improved visibility of open orders, overdue deliveries, invoice holds and material risks.
- More accurate stock records, including asset allocation, part numbers, serial numbers and stock location.
- Better control of delivery notes, certificates of conformity, supplier records and warranty-sensitive items.
- Regular stock reports, stock take records, discrepancy reports and reconciliation actions.
- Reduced duplicate ordering, undocumented stock movements and avoidable maintenance-material delays.
- Improved audit readiness for maintenance-material and supply chain records.
How to Apply
Please submit your CV and a short covering note outlining your relevant experience in procurement, supply chain coordination, stores control, maintenance administration or engineering support.
Pay: £30,000.00-£35,000.00 per year
Benefits:
- Canteen
- Company pension
- Health & wellbeing programme
- On-site parking
- Sick pay
Work Location: In person
