Administrator

Allstaff; Paisley; On-site; GBP 21,000 - 31,000; Full time

Job summary

Allstaff is seeking a Data Administrator to join the Engineering support team on site in Johnstone. The role focuses on data accuracy, documentation control and maintenance administration across engineering and manufacturing areas.

You will maintain records, support KPI reporting and help ensure audits and compliance are met. The successful candidate will have at least 2 years of relevant admin experience, strong MS Office skills (Excel/Word/Outlook), and a keen eye for detail.

Qualifications

• Minimum of 24 months' relevant admin experience.
• Experience as Data Administrator, Maintenance Administrator, Engineering Administrator, Document Controller or similar role.
• Experience in engineering, manufacturing, maintenance or technical environment.
• Strong MS Office proficiency, especially Excel, Word and Outlook.
• High accuracy in data entry, updating and management.
• Excellent record-management and document-control skills.
• Good organisational skills to handle competing workloads.
• Clear written and verbal communication; ability to work independently and in a team.
• Familiarity with MaintainX CMMS or IQM Document Control is advantageous.

Responsibilities

• Provide day-to-day administrative support to Engineers, Technicians and Managers.
• Maintain accurate records for engineering, maintenance and assets.
• Manage maintenance work orders in MaintainX CMMS (create, update, close).
• Assist with planned and reactive maintenance administration.
• Prepare and maintain departmental spreadsheets, reports and engineering data.
• Support KPI collation and reporting for maintenance activities.
• Manage engineering documentation via IQM Document Control.
• Upload, amend, archive and maintain documents per procedures.
• Maintain organised electronic records and filing systems.
• Prepare documentation for audits and inspections.

Skills

MS Office

Excel

Word

Data entry

Attention to detail

Organisational skills

Communication skills

Tools

MaintainX CMMS

IQM Document Control

Job description

Allstaff Office Division are delighted to bring to the market the role of Data Administrator, based on-site in Johnstone. Working hours are Monday to Thursday: 08:00 - 16:30

Friday: 08:00 - 15:30 with a 10-minute paid morning break and a 30-minute unpaid lunch break (39 hours per week).

This is an excellent opportunity for an experienced administrator to join a busy department, providing accurate and reliable data and administrative support across Engineering, with additional support provided to Manufacturing when required.

The position will focus on maintaining accurate records, keeping systems and documentation up to date, supporting maintenance administration and ensuring departmental information is organised and readily available.

Key Responsibilities

Provide day-to-day administrative support to Engineers, Technicians and Managers

Keep engineering, maintenance, equipment and asset records accurate and up to date

Manage maintenance work orders, including creating, updating and closing them within MaintainX CMMS

Assist with the administration of both planned and reactive maintenance activity

Prepare and maintain departmental spreadsheets, reports and engineering data

Support the collation and reporting of maintenance KPIs

Manage engineering documentation through IQM Document Control

Upload, amend, archive and maintain documents in line with internal procedures

Maintain organised electronic records and filing systems

Help prepare documentation for audits, inspections and compliance requirements

Provide general administrative assistance across the Engineering function

Support Manufacturing administration when required by the wider business

Candidate Requirements

The successful candidate should have:

A minimum of 24 months' relevant administrative experience

Experience gained in a Data Administrator, Maintenance Administrator, Engineering Administrator, Document Controller or comparable role

Previous exposure to an engineering, manufacturing, maintenance or other technical working environment

Strong working knowledge of Microsoft Office, with particular confidence using Excel, Word and Outlook

A high level of accuracy when entering, updating and managing data

Good record-management and document-control skills

Strong organisational skills with the ability to prioritise competing workloads

Excellent attention to detail

Clear written and verbal communication skills

The ability to work effectively on their own initiative as well as alongside a wider team

Experience using MaintainX CMMS would be beneficial

Familiarity with IQM Document Control would also be advantageous

Previous experience of maintenance planning, PPM systems, work orders, asset registers or engineering document control would be beneficial.

Allstaff is operating as an Employment Agency for the supply of Permanent and Contract staff employed directly by the hirer.