Plant Coordiantor

Job Purpose

The Plant Coordinator is responsible for supporting the effective day-to-day coordination of company plant and equipment, ensuring records, servicing, inspections, certifications, movements and associated documentation are accurately maintained and managed.

The role will work closely with the Plant Manager, operational teams, suppliers and transport providers to help ensure plant and equipment is available, compliant, correctly recorded and moved efficiently across the business.

Core Duties and Responsibilities

• Maintain accurate and up-to-date plant and equipment records, ensuring all documentation is complete and readily available.

• Ensure servicing, inspection, maintenance and certification records are maintained and filed correctly.

• Assist with scheduling servicing, statutory inspections, repairs and planned maintenance activities.

• Monitor upcoming service and inspection requirements and support the Plant Manager in ensuring these are completed within the required timescales.

• Control and maintain statutory documentation, including LOLER certificates, inspection reports, service records and other relevant compliance documentation.

• Operate Syrinx and other company systems efficiently, ensuring plant data and documentation is uploaded correctly and maintained accurately.

• Process and maintain on-hire, off-hire, plant transfer and equipment movement records.

• Coordinate the movement, delivery and collection of plant and equipment between sites, depots, suppliers and other locations.

• Arrange transport for plant and equipment where required, liaising with internal teams and external transport providers.

• Maintain accurate records of plant locations, status and availability.

• Assist with coordinating repairs, breakdowns and maintenance requirements where necessary.

• Monitor and assist with Plant Department emails, ensuring enquiries are responded to or directed to the appropriate person.

• Liaise with site teams, suppliers, workshops, transport providers and other departments regarding plant requirements and movements.

• Support the Plant Manager with raising purchase order numbers and maintaining associated records.

• Assist with checking plant-related invoices, purchase orders and supporting documentation where required.

• Identify missing, expired or incomplete documentation and assist in obtaining the necessary information.

• Support the preparation of plant reports and management information when required.

• Maintain organised electronic and physical filing systems for plant documentation.

• Provide general coordination and administrative support to the Plant Manager and wider Plant Department.

• Undertake any other duties reasonably requested by management in line with the requirements of the role.

Skills and Experience

Essential

• Strong organisational and coordination skills.

• Excellent attention to detail and a high level of accuracy.

• Ability to manage multiple priorities in a busy operational environment.

• Confident using computer-based systems and maintaining accurate records.

• Good working knowledge of Microsoft Office, particularly Outlook, Excel and Word.

• Strong written and verbal communication skills.

• Ability to communicate effectively with site teams, suppliers, transport providers and colleagues across the business.

• Ability to work independently and use initiative while contributing effectively as part of a wider team.

Desirable

• Previous experience within a plant, construction, transport, engineering, hire or fleet environment.

• Previous experience using Syrinx or a similar plant or asset management system.

• Experience coordinating plant, equipment, vehicles or transport movements.

• Understanding of plant servicing, maintenance and statutory inspection requirements.

• Familiarity with LOLER, PUWER and associated plant compliance requirements.

• Experience raising purchase orders and dealing with supplier documentation.

Personal Attributes

The successful candidate will be:

• Highly organised and methodical.

• Proactive and able to prioritise effectively.

• Reliable and dependable.

• Detail-focused with a strong commitment to accuracy.

• Comfortable working within a fast-paced operational environment.

• Confident communicating with colleagues and external suppliers.

• Able to react quickly to changing operational requirements.

• Focused on maintaining high standards of compliance, record keeping and coordination.

Key Performance Measures

Performance within the role will be measured against:

• Accuracy and completeness of plant and equipment records.

• Timely maintenance of servicing, inspection and certification records.

• Accuracy of information held within Syrinx and other company systems.

• Effective coordination of plant movements, deliveries and collections.

• Timely processing of on-hires, off-hires and transfers.

• Effective monitoring of statutory inspections and servicing requirements.

• Responsiveness to plant-related enquiries and operational requests.

• Quality and organisation of department documentation.

• Effective support provided to the Plant Manager and wider operational team.