Maintenance Administrator

Panda Ireland; Wirral; On-site; GBP 22,000 - 28,000; Full time

Job summary

Panda Ireland is seeking a highly organised Maintenance Administrator to support the Bromborough-based equipment maintenance operation. You will monitor the helpdesk, schedule work for engineers and subcontractors, and maintain records and invoices across 600+ items of equipment.

You will liaise with customers, manage purchase orders, generate quotations, and assist with supplier communications, ensuring safety and compliant service delivery.

Qualifications

• Previous experience in administration, coordination or maintenance-support roles.
• Experience planning and organising maintenance tasks or engineering workloads.
• Strong organisational skills and the ability to manage competing priorities.
• Excellent customer service and communication skills.
• Strong attention to detail and a high level of data-entry accuracy.
• Confidence using Microsoft Office and CRM, ERP or maintenance-management systems.
• The ability to communicate clearly with customers, engineers, suppliers and colleagues at all levels.
• A resilient and flexible approach, with the ability to work under pressure.
• Evidence of recent training or continued professional development.

Responsibilities

• Plan and monitor monthly preventative maintenance schedules.
• Schedule work for internal engineers and external subcontractors.
• Monitor the Equipment Helpdesk and respond promptly to maintenance and breakdown requests.
• Liaise with customers regarding planned maintenance, repairs and outstanding work.
• Progress-chasing engineers and contractors until each issue has been resolved.
• Keep customers updated throughout the maintenance and repair process.
• Maintain accurate records of inspections, servicing, repairs and other maintenance activity.
• Updating AMCS and other internal systems accurately and promptly.
• Investigate outstanding work and minimise equipment downtime.
• Raising and processing customer and supplier purchase orders.
• Processing invoices and keeping customer and supplier accounts up to date.
• Producing quotations and supporting their progress through to approval.
• Ordering internal and external bins, parts and other consumables.
• Producing and processing equipment training certificates.
• Updating customer and supplier portals.
• Supporting equipment mobilisations alongside the Equipment Maintenance Manager.
• Building effective relationships with customers, account managers, sales teams, engineers, suppliers and contractors.
• Ensuring safety, compliance, cost control and customer service remain central to all activity.

Skills

Maintenance administration

Maintenance planning

Customer communication

Data entry accuracy

MS Office

Tools

CRM systems

ERP systems

AMCS software

Job description

About The Role

Maintenance Administrator

Location: Bromborough

Reporting to: Equipment Maintenance Manager

Department: Equipment Team

The Role

We are looking for a highly organised Maintenance Administrator to support the day-to-day coordination of our equipment maintenance operation in Bromborough.

The Equipment Team manages more than 600 items of waste-handling equipment—including compactors, balers and other specialist machinery alongside approximately 200 customer-owned assets maintained under contract.

As Maintenance Administrator, you’ll monitor the Equipment Helpdesk, schedule work for engineers and subcontractors and keep customers informed from the initial request through to completion. You’ll also maintain accurate records, process quotations and invoices, order equipment and consumables and provide administrative support during customer mobilisations.

This is a busy role requiring excellent organisation, accurate system administration and the confidence to communicate with customers, engineers, suppliers and internal teams.

What You’ll Be Doing

• Helping to plan and monitor monthly preventative maintenance schedules
• Scheduling work for internal engineers and external subcontractors
• Monitoring the Equipment Helpdesk and responding promptly to maintenance and breakdown requests
• Liaising with customers regarding planned maintenance, repairs and outstanding work
• Progress-chasing engineers and contractors until each issue has been resolved
• Keeping customers updated throughout the maintenance and repair process
• Maintaining accurate records of inspections, servicing, repairs and other maintenance activity
• Updating AMCS and other internal systems accurately and promptly
• Investigating outstanding work and helping to minimise equipment downtime
• Raising and processing customer and supplier purchase orders
• Processing invoices and keeping customer and supplier accounts up to date
• Producing quotations and supporting their progress through to approval
• Ordering internal and external bins, parts and other consumables
• Producing and processing equipment training certificates
• Updating customer and supplier portals
• Supporting equipment mobilisations alongside the Equipment Maintenance Manager
• Building effective relationships with customers, account managers, sales teams, engineers, suppliers and contractors
• Ensuring safety, compliance, cost control and customer service remain central to all activity

What We’re Looking For

• Previous experience in an administration, coordination or maintenance-support role
• Experience planning and organising maintenance tasks or engineering workloads
• Strong organisational skills and the ability to manage competing priorities
• A proactive approach to following up outstanding work and resolving problemsExcellent customer service and communication skills
• Strong attention to detail and a high level of data-entry accuracy
• Confidence using Microsoft Office and CRM, ERP or maintenance-management systems
• The ability to communicate clearly with customers, engineers, suppliers and colleagues at all levels
• A resilient and flexible approach, with the ability to work under pressure
• The confidence to use your own initiative and make timely decisions
• Evidence of recent training or continued professional development

Experience within waste management, industrial equipment, plant hire, engineering or a maintenance helpdesk environment would be beneficial. Knowledge of maintenance documentation and relevant compliance requirements would also be advantageous.

About You

About Us

We’re in the business of waste management but that doesn’t just mean collecting bins. Behind every collection is a passionate team of people finding smarter, safer, and more sustainable ways to recycle and repurpose materials that would otherwise go to waste.

Over the past 30 years, Panda has grown into a leading resource recovery business, bringing together almost 3,000 people across multiple brands, united by a shared vision and strong values. While our operations are diverse, our purpose is clear: to protect our people, support our customers, and create positive impact for the communities and environments we serve.

people are at the heart of everything we do. We work as one team, combining different skills, experiences, and perspectives to achieve shared goals. We care for each other’s wellbeing, encourage development, and support growth because we know we’re stronger together.

excellence in how we operate. High standards, bold thinking, and continuous improvement drive our passion for innovation. We challenge the ordinary, put safety first, and embrace new ideas while delivering practical, cost-effective solutions that move our business forward.

own what we do. From day-to-day tasks to major projects, we take pride in our work and responsibility for the outcome. We don’t walk past problems we address them together. Our expertise, reliability, and care reflect who we are and the difference we make.

And above all, we act with trust and integrity. Trust is built through open communication, honesty, and accountability. It allows us to move quickly, make confident decisions, and deliver results — knowing our people are empowered to do the right thing.

Our journey depends on talented, committed people who want to make an impact.

Take the first step and join us on the journey.

Panda is committed to attracting and retaining a skilled and diverse workforce that reflects the communities in which we operate and the people we serve.

(DE&I Policy Statement)