Maintenance Planning & Admin Specialist

Guidant Global; Belfast; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading UK-based staffing company is looking for a Technical Administrator and Planner to support the efficient operation of a plant in Belfast, Northern Ireland. This role involves managing purchase orders, coordinating maintenance planning, and ensuring accurate documentation of technical data. The ideal candidate will have experience in an engineering or maintenance environment, excellent communication skills, and a strong attention to detail. This is a full-time on-site position with a 12-month contract.

Qualifications

• 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.

Responsibilities

• Manage purchase orders, including receipting and invoice follow-ups.
• Support budget tracking and forecasting.
• Ensure accurate recording of technical data and performance metrics.

Skills

Communication skills

Time management

Attention to detail

Relationship management

Customer-focused

Education

Experience in coordination/administration role within engineering or maintenance

Tools

INFOR

Workday

SAP

MS Office

Job description

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