Engineering Administrator

At the Ellison Institute of Technology (EIT), we're on a mission to translate scientific discovery into real world impact. We bring together visionary scientists, technologists, engineers, researchers, educators and innovators to tackle humanity's greatest challenges in four transformative areas: Health, Medical Science & Generative Biology, Food Security & Sustainable Agriculture, Climate Change & Managing CO₂, Artificial Intelligence & Robotics.

EIT is seeking an Engineering Administrator to support the CMMS & Asset Lead in maintaining and optimising the Computerised Maintenance Management System (CMMS), ensuring effective scheduling of equipment maintenance across the organisation. This role comprises of the accurate input and updating of maintenance data, equipment records, and work orders, as well as troubleshooting CMMS-related issues. A high level of attention to detail is essential to ensure data integrity, efficient system performance, and the effective tracking of maintenance activities. The role is 70% desk work and 30% hands-on support for lab staff.

Responsibilities

• Maintain the CMMS software, ensuring it operates smoothly and efficiently.
• Input and update asset details including maintenance records, work orders, preventive maintenance schedules, and inventory data with precision.
• Work with the Facilities and lab teams in preparation for lab launches.
• Coordinate and schedule contractor visits to site for maintenance, repairs, or inspections in line with equipment requirements.
• Oversee and manage contractors and service contracts, in line with procurement.
• Ensure maintenance-related documentation has been reviewed before being entered onto the CMMS.
• Resolve system issues, including data discrepancies.
• Generate and distribute comprehensive reports on upcoming maintenance activities, system usage, and asset performance.
• Collaborate with relevant departments to streamline work order processes, ensure proper documentation, and track asset lifecycle.
• Conduct regular audits of data to ensure accuracy, completeness, and consistency across the CMMS.
• Provide training and support to users, ensuring they are competent in using the CMMS and following best practices.
• Monitor system usage and provide recommendations for improvements or system upgrades as needed.
• Ensure the CMMS is operational.

Requirements

Essential

• Strong attention to detail with the ability to maintain high levels of accuracy in data entry and reporting.
• Confident user of maintenance, facilities, BMS, service desk software, with an ability to pick up new systems.
• Proficient in Microsoft Office Suite.
• Strong analytical skills and the ability to generate and interpret reports.
• Effective communication and interpersonal skills to collaborate across departments.
• Ability to manage multiple tasks and prioritise in a fast-paced environment.
• Organised with an ability to schedule multiple contractor appointments.
• Self-motivated with a proactive approach to problem-solving.
• Strong time-management skills and the ability to meet deadlines.
• Positive can-do attitude.

Desirable

• Experience working with CMMS software or Asset Management systems.
• Knowledge of maintenance processes, work order management and asset management.
• Experience working in a similar industry or environment (R&D, labs, biotech, life sciences).

Benefits

• Salary: £30,000 - £40,000 + bonus & travel allowance.
• Enhanced holiday pay.
• Pension.
• Life Assurance.
• Income Protection.
• Private Medical Insurance.
• Hospital Cash Plan.
• Therapy Services.
• Perk Box.
• Electric Car Scheme.

Working Together - What It Involves

You must have the right to work permanently in the UK with a willingness to travel as necessary. You will live in, or within easy commuting distance of, Oxford and can commit to being fully office based 5 days per week. During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme.