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
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