Location: Charleville, Co Cork
Sector: Water & Wastewater Infrastructure
Reports To: Programme Manager
Position Overview
The Administrator is responsible for coordinating, tracking, and administrating the Electrical Panel Inspections Programme across Water and Wastewater Treatment Plants. The role ensures all inspections conducted by QC-qualified Electricians are properly scheduled, recorded, and managed within the Maximo Asset Management System, maintaining compliance, data accuracy, and reporting standards.
Key Responsibilities
1. Programme Coordination
- Coordinate the MCC electrical panel inspection schedule across water, wastewater, and pump station assets.
- Liaise with Electricians to ensure inspections are completed on time.
- Track inspection due dates and proactively manage overdue work orders.
- Review documentation submitted from the electricians to ensure it is complete, accurate, and clear, and upload to the nominated Sharebox platforms.
- Ensure Notices of Potential Hazards are complete and all necessary documentation and photographs are included.
- Upload files to Maximo in a timely manner as directed.
- Respond appropriately to email communication or phone calls from the electricians in a timely manner.
- Ensure copies of documents are correctly filed with correct naming conventions and uploaded to internal platform daily.
- Ensure the electronic timesheets with GPS location are completed correctly in real time and submitted to you daily from the electricians.
- Support the team with dispatching sites to the teams, working on Maximo, uploading to Sharebox, gaining access to sites, and working with IMTs on access requests.
2. Maximo System Administration
- Create, assign, and manage Work Orders (WOs) in Maximo for scheduled inspections.
- Ensure accurate asset hierarchy and data integrity within the system.
- Upload inspection reports, photographs, test results, thermal images, and compliance documentation into Maximo.
- Close out work orders upon verification of completed inspection documentation.
- Generate reports on inspection status, compliance, backlog, and performance metrics.
3. Documentation & Compliance
- Maintain inspection registers and compliance tracking records.
- Ensure all inspections meet statutory, safety, and quality requirements.
- Monitor adherence to inspection frequencies and contractual KPIs.
- Maintain auditable records for internal and external audits.
4. Communication & Stakeholder Support
- Act as the primary administrative contact between field electricians, supervisors, and management.
- Escalate non-compliance, defects, and overdue inspections.
- Assist in preparing monthly and quarterly programme reports.
5. Defect & Follow-Up Management
- Log identified defects from inspection reports into Maximo.
- Raise corrective maintenance work orders where required.
- Track progress of remedial works and update status accordingly.
Minimum Requirements
- Proven experience in administrative coordination within maintenance or asset management environments.
- Solid capability and experience using Maximo (IBM Maximo Asset Management System).
- Strong knowledge of document control and compliance tracking.
- Proficient in MS Office (Excel, Word, Outlook).
Preferred Requirements
- Experience within water, wastewater, or utility infrastructure environments.
- Basic understanding of MCC electrical panels and electrical maintenance terminology.
- Knowledge of quality control processes.
- Exposure to working with QC-qualified Electricians or technical teams.
Key Competencies
- Strong organisational and planning skills.
- High attention to detail and data accuracy.
- Ability to manage multiple work streams and deadlines.
- Effective communication and stakeholder coordination.
- Analytical reporting skills.
- Problem-solving ability.
Compensation & Conditions
The position is full-time and permanent. Salary €45,000 – €60,000 per annum plus benefits, depending on qualifications and experience. The successful candidate will need to be highly competent in the use of Maximo, and fluent in English orally and in writing.