Administrator in Derby

Ford & Stanley are recruiting for an Administrator to support a major rolling stock and fleet projects programme based in Derby. This is an excellent opportunity for an organised and proactive individual who enjoys coordinating multiple workstreams, liaising with suppliers, and supporting project delivery within a fast-paced rail environment. Working alongside project and engineering stakeholders, you will play a key role in supporting fleet refurbishment, maintenance, and asset improvement programmes across a regional train fleet.

The successful candidate will be responsible for ensuring materials, purchase orders, and supplier communications are effectively managed to support the delivery of rolling stock projects, whilst maintaining accurate records and documentation throughout the project lifecycle.

The Role:

As an Administrator, you will provide day-to-day administrative and project support to fleet engineering and project teams, ensuring materials, purchase orders, supplier activity, and project records are managed efficiently and accurately. You will work closely with project managers, engineers, suppliers, and operational teams to support procurement activities, maintain documentation, and help ensure fleet modification, refurbishment, and maintenance programmes are delivered on schedule.

Key Responsibilities

• Provide day-to-day administrative support to fleet projects and engineering teams.
• Raise, track, and chase purchase orders (POs).
• Liaise with suppliers to obtain updates on material orders and deliveries.
• Source materials and support procurement activities.
• Receive goods and maintain accurate records of deliveries.
• Support stock control and material management processes.
• Maintain project documentation, records, and filing systems.
• Assist with project reporting and project coordination activities.
• Act as a key point of contact between suppliers and internal stakeholders.
• Support the successful delivery of rolling stock refurbishment and fleet improvement projects.
• Monitor material availability to ensure project and maintenance activities remain on programme.
• Support the administration of engineering and project-related documentation.

Essential Criteria

• Previous experience in an administration, project support, or coordination role.
• Strong organisational skills and excellent attention to detail.
• Experience managing multiple priorities and meeting deadlines.
• Confident communicating with suppliers and stakeholders via phone and email.
• Good working knowledge of Microsoft Office applications, particularly Excel.
• Ability to work independently in a fast-paced environment.
• Strong written and verbal communication skills.
• A proactive and solutions-focused approach to work.
• Ability to maintain accurate records and documentation.

Desirable Criteria

• Experience working with purchase orders, procurement processes, or supplier management.
• Previous experience supporting engineering, manufacturing, maintenance, or project-based environments.
• Knowledge of stock control, materials planning, or supply chain activities.
• Experience working within rail, rolling stock, transport, engineering, manufacturing, or industrial sectors.
• Exposure to fleet maintenance, refurbishment, asset management, or depot environments.

About Ford & Stanley Group

Ford & Stanley Talent Services Group are in the business of people and performance. Our mission is to create one million better workdays through facilitating great recruitment, leadership, and occupational mental fitness. We support our clients in their most challenging business areas, recruiting, developing, and retaining the best talent from shop floor to boardroom.

Ford & Stanley Talent Services Group Ltd is a Disability Confident employer committed to a policy of equal opportunities for all opportunity seekers. Services advertised by Ford & Stanley are those of an employment consultancy business.