Maintenance Planning & Admin Specialist

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

• 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.
• 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

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