Plant Administrator

Plant Administrator

Location: (Site-based – Levenshulme, Manchester)
Reports to: Plant & Fleet Manager
Company: IES Utilities Group Ltd
Salary: Competitive + Benefits

About IES Utilities

IES Utilities Group Ltd is a leading UK utilities provider delivering end-to-end infrastructure solutions across Power, Gas, Water, Telecoms, District Heating and Renewables.

The Plant & Fleet function supports the safe, efficient, and compliant delivery of operational works across the UK by managing vehicles, machinery, tools, equipment, maintenance schedules, certification, and mobilisation of plant assets.

Purpose of the Role:

The Plant Administrator provides day-to-day administrative and coordination support to ensure all plant, tools, equipment and fleet assets are maintained, compliant, available and correctly allocated to operational teams.

The postholder will be responsible for organising servicing, certification, hire requests, repairs, asset records and supporting field supervisors and managers with timely plant information and documentation.

This role is essential for maintaining operational readiness, compliance, safety, cost control and high standards of service across all plant and fleet activities.

Key Skills:

Plant & Equipment Administration

• Maintain accurate records of all plant, tools, equipment, and fleet assets.
• Log, track and update plant movement between depots, projects, and field teams.
• Ensure all plant items have valid inspections, certification, and service histories.
• Support mobilisation and demobilisation of new projects, ensuring plant is prepared, labelled, and documented.

Compliance, Safety & Regulatory Control

• Ensure equipment meets PUWER, LOLER and any contract-specific compliance requirements.
• Track and schedule statutory inspections, calibrations, servicing, and LOLER examinations.
• Maintain documentation including test certificates, maintenance reports, risk assessments, and manuals.
• Support safety audits and non-conformance investigations relating to plant or equipment.

Servicing, Maintenance & Repairs Coordination

• Raise work orders for repairs, maintenance and servicing with internal teams or external suppliers.
• Track repair progress, ensuring minimal disruption to operational delivery teams.
• Record downtime, recurring faults, and plant failure trends.
• Liaise with suppliers to source parts, replacements or loan equipment when required.

Plant Hire & Allocation Management

• Process plant and tool hire requests from operations and project teams.
• Coordinate delivery and collection of hired items, ensuring timely return to minimise costs.
• Monitor utilisation rates and highlight underused or over-hired equipment.
• Maintain supplier relationships to ensure value for money and service reliability.

Data Reporting & Systems Management

• Maintain asset data in plant management systems (e.g., InspHire, internal ERP or asset register).
• Produce reports on utilisation, compliance status, maintenance activity, and cost control.
• Ensure plant records are consistent, accurate, and audit-ready.
• Support digital transformation initiatives, including barcoding, tagging, and telematics.

Operational Support & Customer Service

• Provide day-to-day support to supervisors, planners, project managers, and field teams.
• Respond promptly to queries regarding plant availability, certification, or service status.
• Coordinate with transport and logistics teams to ensure timely delivery/collection of equipment.
• Maintain a professional and helpful approach to internal customers and external partners.

Environmental Stewardship & Asset Care

• Support correct waste disposal, recycling of parts, and environmental compliance for plant items.
• Encourage best practice for fuel use, emissions reduction, and sustainable asset management.
• Monitor plant condition and report concerns about misuse, damage, or poor storage practices.

Continuous Improvement & Process Development

• Identify opportunities to streamline plant management processes.
• Support cost-saving initiatives through improved asset utilisation and maintenance planning.
• Provide feedback on supplier performance, repair quality, and system enhancements.

Key Skills & Experience

• Experience in plant administration, fleet management, depot administration, or similar operational role.
• Strong understanding of plant, tools, vehicles, or fleet assets used in utilities or construction.
• Knowledge of statutory requirements such as LOLER, PUWER, calibration and maintenance standards.
• Strong organisational and planning skills with attention to detail.
• Good IT skills and familiarity with asset management or ERP systems.
• Excellent communication and stakeholder coordination abilities.
• Ability to work in a fast-paced environment and manage multiple priorities.

Measures of Success

• High levels of plant compliance (LOLER, PUWER, servicing, calibration).
• Accurate and up-to-date asset records and documentation.
• Reduction in downtime, delays, and plant-related operational disruptions.
• Effective cost control of hired assets, repairs, and maintenance.
• Positive feedback from operational teams, suppliers, and management.
• Continual improvement in plant utilisation and service levels.