Maintenance Planning Coordinator

The opportunity:

The Maintenance Planning Coordinator will have primary responsibility for coordinating maintenance planning activities across Lakeland Dairies’ Bailieborough and Lough Egish sites. The role will be central to supporting the efficient and reliable day-to-day operation of both facilities by ensuring maintenance activities are effectively prioritised, planned, scheduled and monitored. Working closely with the Engineering Manager and the wider site engineering teams, the Maintenance Planning Coordinator will support the delivery of key performance targets, with particular focus on preventative and corrective maintenance, work-order management, maintenance compliance and the execution of engineering training plans. 

What does success look like?

▪ Develop annual maintenance plans with the Engineering Manager, balancing maintenance resources and workload across the year.

▪ Prepare and coordinate weekly maintenance schedules across the Bailieborough and Lough Egish sites, covering preventative maintenance, corrective work, service visits and other engineering activities. ▪ Manage the maintenance work-order lifecycle through IFS Ultimo, including prioritisation, scheduling, backlog monitoring, follow-up and close-out.

▪ Maintain accurate and current information within IFS Ultimo, including asset data, preventative maintenance schedules, work orders and maintenance history.

 ▪ Coordinate the labour, contractors, spare parts, materials and plant downtime required to complete planned maintenance activities.

 ▪ Support the development, review and continuous improvement of preventative maintenance programmes and engineering service agreements.

 ▪ Review external service reports and ensure that identified actions and recommendations are recorded, assigned and completed within agreed timelines.

 ▪ Analyse maintenance and operational data from IFS Ultimo and the OEE Toolkit, identifying performance trends, risks and improvement opportunities. 

 ▪ Prepare weekly and monthly reports on agreed KPIs, including maintenance efficiency, preventative maintenance compliance, work-order performance, training delivery and engineering stores performance

. ▪ Work collaboratively with engineering stores to support parts availability, accurate reporting and effective critical-spares management.

▪ Complete the annual engineering training needs analysis, identifying skills and knowledge gaps in conjunction with the Engineering Manager and HR.

▪ Develop and maintain the engineering training matrix and coordinate the delivery of agreed training plans within defined timelines and budgets.

▪ Support knowledge sharing across the engineering team and provide training or coaching to colleagues where appropriate.

▪ Maintain accurate, controlled and audit-ready engineering documentation, including drawings, manuals, technical records, service reports and maintenance history. 

▪ Coordinate engineering contractor control requirements, including inductions, risk assessments, method statements, site documentation and Permit to Work arrangements.

▪ Maintain audit-ready compliance records relating to asset maintenance, Lockout/Tagout, Permit to Work and contractor control.

▪ Lead the preparation of assigned engineering compliance sections for internal, external and customer audits, ensuring associated actions are tracked to completion.

▪ Collaborate with Engineering, Manufacturing, Quality Assurance, Health and Safety and other relevant functions to support safe operations, asset reliability, continuous improvement and the delivery of the Asset Care Programme across both sites.

▪ Take reasonable care for the health and safety of self and others, complying with site procedures and all relevant health and safety legislation. 

▪ Ensure personal data is handled securely and lawfully in accordance with the Company’s Data Protection Policy, Data Retention Process and applicable legislation.

▪ Take responsibility for ongoing professional development by completing relevant learning and development activities.

▪ Undertake other reasonable duties that may be assigned from time to time, consistent with the nature and level of the role. 

Key Competencies

▪ Planning and organisation: Highly organised and methodical, with the ability to prioritise competing demands, coordinate maintenance activities across multiple sites and ensure work is planned and scheduled effectively.

▪ Attention to detail: Strong focus on accuracy and completeness, with the ability to maintain reliable maintenance plans, work-order information, training records and performance reports. 

▪ Data analysis and reporting: Data-driven and analytical, with the ability to interpret maintenance information, identify trends and provide clear, accurate reporting to support performance management and decision-making.

▪ Teamwork and collaboration: Works collaboratively with engineering, operations, engineering stores and other support functions to coordinate resources, minimise disruption and support the efficient day-to-day operation of both sites.

 ▪ Communication and coordination: Strong interpersonal and communication skills, with the ability to clearly communicate maintenance priorities, planned activities, resource requirements and changes in schedule to relevant stakeholders.

▪ Continuous improvement: Proactively identifies opportunities to improve maintenance planning, reporting, data quality and ways of working, supporting increased asset reliability and maintenance efficiency. 

What you will need to succeed:

• Strong planning and organisational skills, with the ability to coordinate maintenance activities, resources and priorities across multiple sites.
• Highly detail-oriented and data-driven, with experience analysing maintenance performance data and producing meaningful KPI reports. 
• Experience using CMMS systems to manage maintenance schedules, work orders, asset records and compliance documentation. 
• Excellent communication and teamwork skills, with the ability to collaborate effectively across Engineering, Operations, Quality, Health & Safety and external contractors. 

We are committed to equality and believe in building a diverse organisation that is representative of and responsive to the needs of our customers and stakeholders.

A NOTE FOR RECRUITMENT AGENCIES:

We prefer to hire people directly, but we do have a preferred supplier list for when we need a helping hand. We'll be in touch directly if we need you!

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