Engineering Administrator

ATS Recruitment
18500.00 GBP Annual + +Benefits
15 Jun 2017
22 Jun 2017
Contract Type
Engineering Administrator



GBP18'500 + Benefits

Overall Job Purpose

The company is constantly growing and increasing in size and responsibility. The Engineering Admin role is required to support the Engineering Manager and Engineers with all aspects of the engineering functions admin in order to meet the growing /demanding needs.

This role will more specifically be responsible for all administrative functions for the Engineering department on site in terms of generating a unique asset database on SAP, logging new equipment, detailing critical spares required, ordering critical spares through internal ordering process, creating asset registers for MOD 4, filing OEM manuals as well as more general administration duties pertaining to personnel, purchasing and client contact.

This is a fluid role that will inevitably evolve as the contract grows organically as the facility grows in size. The incumbent must therefore be able to adapt to change and be motivated to succeed in a sometimes-high-pressure environment. They must also gain trust and credibility with the client.

Main duties and Responsibilities

Engineering Administration

The post holder will provide the following unique administration services:

- Maintaining holiday records for engineering team.
- Maintaining shift rotas for engineering team.
- Control of engineer holiday requests to ensure 24/7 cover
- Accepting new equipment and processing formal handover documentation
- Generate unique asset database on SAP
- Ensuring all assets are tagged with corresponding asset numbers
- Logging new equipment on SAP database
- Understanding of Engineering drawings relating to assets and critical parts
- Assist with generating PM schedules from OEM requirements
- Logging and maintaining PM schedules on database
- Creating a database for engineering drawings including 4P
- Detailing critical spares required either at EMC local supplier or OEM site
- Ordering critical spares using internal IESA ordering process
- Receipting of spares and ensuring these are stored by IESA
- Logging SAP requests and allocation of work
- Booking on contractors to system and completion of CJR forms
- Ordering of tooling and equipment for both capex and hire
- Compiling engineering performance data (OEE, MTTR, MTBF, SAP requests)

General Administration

The post-holder will also provide the following more general admin. services for the Engineering team:

- Answering the phone professionally, taking messages and passing them on.
- Receiving and distributing incoming post, issuing outgoing post.
- Primary site contact for handling engineering requests

Payroll Administration

The post-holder will provide back-up Payroll Services to Head office for the Engineering team.

- Ensure engineer hours are logged with Head Office
- Liaison with H.O on payroll adjustment
- Receipt and issuing of payslips
- Providing a first point of contact for Engineers' payroll issues
- Setting-up of new payrolls as required by new contracts.
- Administration of payroll documentation such as P45's as required

Financial Administration

The post-holder will provide the following Financial Administration for the Engineering team:

- Timely and accurate invoicing of sub-contractors and goods
- Maintenance of cost control information on the Navision and other associated systems
- Receipting of purchase orders on Navision pertinent to repairs.

Purchasing Administration

The post-holder will provide the following Purchasing services for the Engineering team:

- Raising and approval of Purchase requisitions by the engineering manager.
- Expediting of orders and liaison with suppliers to ensure timely delivery of goods.
- Liaison with suppliers to resolve discrepancies on deliveries.
- Co-ordination of purchase invoices, obtaining approval from the Engineering manager.

Workwear Administration

The post-holder will undertake the following administration for the Engineering team:

- Issue PPE to relevant individuals
- Control individual budget allowance for each calendar year

Performance Measures

- Achievement of yearly targets and objectives
- Completion of all tasks and projects within agreed timeframes

Person Specification

Education / Formal Qualifications


- Educated to GCSE level or equivalent, to include maths and English.


- NVQ Level 2 Business Administration.



- A working knowledge of Microsoft packages.
- Understanding of Engineering drawings.
- Knowledge of SAP systems
- Knowledge of Navision


- In-depth knowledge of all Microsoft packages.
- Understanding of FMEA.



- Proven relevant experience in carrying out the tasks identified above, including experience of word-processing, spreadsheets and maintaining records.
- Experience in an FM company, preferably within Engineering/Maintenance.


- Experience of working in an automotive OEM.



- Ability to work under own initiative and as a member of a team.
- Effective verbal and written communication skills.
- Word processing skills, including the ability to produce documents with appropriate formatting.
- Ability to organise own work-load to meet deadlines.
- Accuracy and attention to detail.
- An ability to work under pressure.


- Ability to decipher data and produce concise summary reports for senior management.
- Ability to create databases which can be migrated to SAP.
- Ability to create risk assessments for assets based on critical to business continuity.

Personal Qualities


- A concern for customer satisfaction while maintaining the needs of the business.
- Organised - prioritise and plan activities, working to defined systems.
- Initiative - work well without guidance or supervision.
- Oral communication - effective expression and listening in group or individual situations.
- Detail orientated - complete everything associated with a task.
- Written communication - clear expression of ideas/information in writing and in good grammatical form.
- Build productive working relationships with customers and colleagues.
- Personal Development - a commitment to continually learn and develop.


- Resilience - stability and performance under pressure.

Other Requirements

- Ability to work flexible hours
- Happy to work within both office and shop floor

About ATS

ATS Recruitment are a specialist agency supplying skilled candidates into the high technology engineering and construction industries on both a permanent and contract basis.

We are extremely experienced and knowledgeable about the sectors we recruit into and have several large national (UK) and international clients who repeatedly use our services.