Engineering Data & Document Control Specialist

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 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.