Engineering Administrator

Job Title Engineering Administrator

Reports To Lead Engineer

Department / Function Engineering

1. Job Purpose / Summary

• The Engineering Administrator provides essential administrative, coordination and compliance support to the Engineering Department.

• The role ensures the smooth operation of engineering systems, documentation, contractor controls and purchasing processes. Working closely with the Lead Engineer, Engineering Management, the Multi Skilled Engineer and Facilities Controller, the Engineering Administrator acts as the central coordination point for:

• Engineering documentation and system records

• Contractor RAMS, insurances and certification management

• Purchase requisitions and procurement support

• Engineering stores administration

• General engineering office administration

• This role is vital to maintaining an organised, compliant and well structured engineering function.

2. Key Accountabilities

• Engineering Administrative Support

• Provide day to day administrative support to the Engineering department.

• Maintain engineering files, SharePoint records, documentation libraries and asset-related records.

• Support scheduling, meeting preparation, minute taking and action tracking for engineering-related forums.

• Prepare routine reports, dashboards or trackers as required.

Contractor Compliance & RAMS Management

• Act as the primary gatekeeper for contractor compliance during normal office hours.

• Ensure all contractors have approved:

o RAMS

o Risk assessments

o Method statements

o Insurance documents

o Training/competence certificates

• Maintain a Contractor Compliance Matrix, ensuring documents remain valid, up to date and accessible.

• Prevent any contractor from beginning work onsite until all compliance conditions are met.

• Support the Lead Engineer with the permit to work process and contractor induction administration.

Purchase Requisition & Procurement Support

• Raise engineering purchase requisitions on behalf of the Engineering team.

• Track purchase order approvals, deliveries and invoice matching.

• Liaise with Procurement, suppliers and stores to ensure timely supply of engineering materials.

• Maintain a log of spend, outstanding orders and critical parts requirements.

Engineering Stores Support

• Assist the Lead Engineer with administration of engineering stores.

• Ensure stock usage is recorded and stock levels are reflected accurately in the engineering system.

• Support reordering processes, supplier communication and stores documentation.

Work Order & CMMS Data Support

• Support the Lead Engineer and wider engineering team with CMMS administration.

• Ensure work orders, assets, tasks and maintenance data are entered, updated and closed correctly.

• Maintain a backlog list and assist with follow up on overdue tasks and documentation gaps.

Facility Related Administration

• Provide administrative support to the Facilities Supervisor, including:

o Service contract documentation

o Compliance evidence

o Scheduling of contractor visits

o Filing of service reports, inspections and certificates

General Duties

• Handle general correspondence, filing, phone enquiries and office related admin.

• Work with Finance to resolve invoice queries or coding issues.

• Support engineering audits by preparing documentation and records for review.

• Carry out any additional duties as required by the Lead Engineer or Engineering Management.

3. Problem Solving & Innovation

• Use initiative to identify missing or expired contractor documents and chase updates proactively.

• Identify opportunities to streamline engineering administrative processes and document workflows.

• Resolve issues with suppliers, contractors or documentation gaps by escalating appropriately.

• Maintain a structured, organised approach to compliance management and engineering systems.

4. Leadership & People Responsibilities

• No direct reports, but:

• Acts as the central coordination point for contractor compliance.

• Supports and influences engineering team members by ensuring adherence to administrative and system requirements.

• Provides indirect leadership by maintaining structure, process and high-quality admin support.

5. Impact of Role

• Ensures safe, compliant contractor operations by controlling RAMS and certification processes.

• Improves engineering efficiency through accurate documentation and administrative support.

• Supports the availability of parts and services through timely purchase requisitions and stores support.

• Strengthens audit readiness and compliance standards across Engineering and Facilities.

6. Dimensions of the Role

• Reports To: Lead Engineer (Days)

• Direct Reports: 0

• Scope: Engineering administration, purchasing, contractor compliance, stores support, systems/data accuracy

• Systems: CMMS, ERP, SharePoint, Microsoft Office

7. Key Relationships & Interpersonal Skills

Internal stakeholders:

• Lead Engineer

• Engineering Management

• Multi Skilled Engineer (Days)

• Facilities Supervisor

• Shift Engineering teams

• Procurement & Finance

• SHE

• Operations teams

External Stakeholders:

• Contractors and service engineers

• Suppliers and maintenance partners

• Certification and compliance bodies (indirectly)

Behavioural Skills:

• Highly organised and detail driven

• Strong communication and follow up skills

• Able to challenge and enforce compliance confidently

• Proactive and self managing

• Confidential, reliable and professional

8. Knowledge & Experience Requirements

Essential:

• Proven administrative experience supporting a technical, operational or compliance-focused team

• Strong IT skills including Microsoft Office and document management systems

• Ability to manage multiple tasks, priorities and deadlines

• Experience maintaining structured records, logs or compliance-based documentation

• Confident communicating with external contractors and suppliers

Desirable:

• Experience with CMMS or maintenance systems

• Knowledge of engineering terminology or environments

• Familiarity with basic purchasing or procurement processes

• Experience in facilities or engineering administration

• IOSH Working Safely course completion

9. Other Information

• The job holder is required to do all tasks considered relevant by their line manager

• Responsible for Food Safety, Quality and Legality

EQUAL OPPORTUNITIES:

The Company strives to be an equal opportunities employer. This means that decisions concerning recruitment, promotion, dismissal or any other aspect of employment will be based on the needs of the business and not any assumptions based on sex, race, age, disability, gender reassignment, sexual orientation, married or civil partnership status, pregnancy or maternity, religion or belief. This is an important commitment which all employees are expected to share.

Requirements

Knowledge & Experience Requirements

Essential:

• Proven administrative experience supporting a technical, operational or compliance-focused team

• Strong IT skills including Microsoft Office and document management systems

• Ability to manage multiple tasks, priorities and deadlines

• Experience maintaining structured records, logs or compliance-based documentation

• Confident communicating with external contractors and suppliers

Desirable:

• Experience with CMMS or maintenance systems

• Knowledge of engineering terminology or environments

• Familiarity with basic purchasing or procurement processes

• Experience in facilities or engineering administration

• IOSH Working Safely course completion

Benefits

Benefits of Working at Weetabix – Deeside

• A competitive salary which is reviewed annually

• Access to the Company Bonus Scheme

• A personalised Career Development Plan

• Access to the company's e-learning suite

• Access to the company pension scheme

• Life Assurance cover

• Heavily-subsidised vending service in the Canteen

• Access to the Company Staff Shop at discounted prices

• A health surveillance medical every year (if required)

• Regular business updates

• Free parking on site