Technical Administrator and Planner
hace 5 días
Belfast
Role: Technical Administrator and Planner Contract: 12 months Base Location: Belfast, Northern Ireland (on-site) Working Pattern: Full time (Monday to Friday) Role Purpose To support the efficient, compliant, and smooth operation of the plant by acting as a key interface between maintenance teams and planning functions. The role ensures timely availability of parts, equipment, and system support (INFOR/VOOM), while maintaining accurate administrative, financial, and performance data. The position is responsible for end-to-end purchase order management, contractor coordination, and supporting maintenance planning activities. Key Responsibilities Procurement & Financial Administration • Raise, manage, and close purchase orders (POs), including receipting, query resolution, and invoice follow-ups., • Ensure all financial transactions are accurately recorded, reconciled, and aligned prior to project financial close-out., • Allocate all purchases, including ad hoc payments and internal journals, to appropriate work orders before approval., • Support budget tracking, forecasting, and performance monitoring against SLAs. Maintenance Planning & Coordination • Record defects, equipment failures, and Planned Preventative Maintenance (PPM) activities in systems such as INFOR / Workday., • Prepare and maintain weekly PPM schedules for technicians., • Collaborate with engineers and technicians to source and procure parts required for maintenance activities., • Provide cover for the Planner role, ensuring continuity during absences. Systems & Data Management • Ensure accurate recording and maintenance of technical data, KPIs, and performance metrics., • Generate and support reporting, including monthly performance reports., • Train Operations & Maintenance (O&M) teams on INFOR and VOOM systems and related processes. Contractor & Site Administration • Administer third-party contractors, including onboarding, documentation, work orders, and payment processing., • Support statutory inspections and ensure all compliance documentation and registers are up to date., • Provide general site administration support, including meeting coordination, minute-taking, and outage planning., • Support outage activities by arranging equipment hire, logistics, and welfare provisions. Operational Support • Raise internal orders for engineers, technicians, and office consumables., • Ensure daily closure of completed work orders within systems., • Monitor and maintain first aid provisions and general site compliance requirements. Skills & Competencies • Strong relationship management and stakeholder coordination, • Effective communication skills (written and verbal), • Excellent time management and organisational skills, • High level of attention to detail and accuracy, • Ability to work in a fast-paced operational environment, • Customer-focused approach Experience & Knowledge • Previous experience in a coordination/administration role within engineering, maintenance, or operations environment, • Experience managing purchase orders, invoicing, and financial tracking, • Knowledge of Planned Preventative Maintenance (PPM) and work order systems, • Familiarity with asset management systems such as INFOR, Workday, SAP, or similar CMMS, • Strong IT skills (MS Office and data handling) Health & Safety Considerations (Refer to specific risk assessments) • Slips, trips, and falls, • Exposure to high-pressure and high-temperature systems, • Working at height and near water, • Noise and chemical exposure, • Potential for verbal or physical abuse Documentation • Technical Administrator Instruction (to be updated to reflect planning and procurement responsibilities), • Relevant site procedures, compliance documents, and system guidelines Key Interfaces • Maintenance Engineers & Technicians, • Site Management Team, • Contractors & Suppliers, • Planning & Operations Teams