Administrative Assistant - Engineering & Maintenance

Job Title: Administrative Assistant – Engineering & Maintenance

Location: Newport, Wales, UK
Department: Engineering & Maintenance
Contract Type: 6-Month Maternity Cover (Fixed Term)
Hours: Full Time
Salary: £28,000 per annum (pro rata)
Reports To: Engineering & Maintenance Manager

About the Role

We are seeking a highly organised and proactive Administrative Assistant to join our Clients Engineering & Maintenance Department on a 6-month maternity cover contract. This role plays a key part in supporting contractor safety compliance, capital project administration, and the smooth day-to-day running of engineering operations.

You will work closely with Project Managers and Engineers, providing essential administrative support while maintaining high standards of accuracy, safety, and communication.

Key Responsibilities

Contractor Safety Management

• Maintain the Contractor Database ensuring all pre-qualification documents, insurance certificates, and exception paperwork are up to date
• Record WIP audits, pre-mobilisation checklists, contractor performance evaluations, and safety improvement plans

Modification (MOD) Certification & KPI Reporting

• Compile monthly KPI statistics for Management of Change (MOC) and contractor management
• Monitor temporary and permanent modifications, ensuring expired or overdue MODs are closed or re-issued
• Chase outstanding MOD actions and update records accordingly

Capital Projects Administration

• Maintain and update the Capital Plan and Project Tracker spreadsheets
• Ensure Project Managers submit monthly forecasts and upload to SEIGA
• Support the Capital Approval process from CPF through to SCP/SER approval
• Maintain Engineering SharePoint documentation and project numbering systems
• Produce monthly Capex and Capital KPI reports
• Assist with project closures and annual capital planning

Transmittals & Reporting

• Process and track project transmittals, ensuring responses are received on time
• Maintain the Transmittal Tracker and Joint Capital inbox
• Create and update Engineering Guidance Notes for capital-related topics

Timesheets & Resource Tracking

• Monitor monthly timesheet submissions and chase outstanding entries
• Produce time charge and KPI reports for management

Meetings & Communication

• Update weekly communications spreadsheet
• Attend and support weekly and monthly project and capital meetings
• Present in weekly ZIM meetings when required

Committees & Initiatives

• Participate in the Personal Safety Focus Group and Green Team
• Contribute ideas and support sustainability and safety initiatives

What We’re Looking For

Essential Skills & Experience:

• Excellent communication and interpersonal skills
• Strong organisational and time management abilities
• High level of IT literacy (especially Excel and SharePoint)
• Ability to take ownership of tasks and drive them through to completion
• High attention to detail and ability to manage multiple priorities

Desirable:

• Experience in an engineering, manufacturing, or project-based environment
• Knowledge of contractor management or capital project administration

What We Offer

• £28,000 per annum (pro rata)
• 6-month fixed-term maternity cover contract
• Full-time working hours
• Training and development opportunities
• Supportive and collaborative Engineering & Maintenance team

About Us:

JDR Recruitment is acting as an Employment Business in relation to this vacancy.

JDRNewport