Data Administrator

Allstaff; Johnstone; On-site; GBP 26,000 - 34,000; Full time

Job summary

Allstaff is seeking a Data Administrator to join the team on-site in Johnstone. The role supports Engineers, Technicians and Managers with accurate data, records, and documentation, focusing on maintenance administration and information organisation.

Working hours are 08:00–16:30 Mon-Thu and 08:00–15:30 Fri (39 hours/week). Key tasks include managing maintenance work orders in MaintainX CMMS, maintaining asset records, and supporting audits and compliance.

Qualifications

• Minimum 24 months’ relevant administrative experience.
• Experience as Data Administrator, Maintenance Administrator, Engineering Administrator or Document Controller.
• Experience in engineering, manufacturing, maintenance or technical environments.
• Strong MS Office skills, especially Excel, Word and Outlook.
• High accuracy in entering, updating and managing data.
• Good record-management and document-control skills.
• Strong organisational skills and ability to prioritise workloads.
• Excellent written and verbal communication.
• Ability to work independently and within a wider team.
• MaintainX CMMS experience would be beneficial.
• IQM Document Control familiarity would be advantageous.
• Experience with maintenance planning, PPM systems, work orders, asset registers or engineering document control would be beneficial.

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.

Skills

MS Office

Excel

Word

Outlook

Data entry

Organisational skills

Communication

Initiative

Document control

MaintainX CMMS

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. By sending your CV you are consenting to Allstaff processing your personal data for the purposes of providing work finding services, including processing using AI & software solution providers and back-office support.