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
Procurement & Financial Administration
- 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.
Skills & Competencies
- 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
Key Interfaces
- Maintenance Engineers & Technicians
- Site Management Team
- Contractors & Suppliers
- Planning & Operations Teams