Admin Shipyard Maintenance Planner

The Admin Maintenance Planner provides administrative and clerical support to the maintenance planning function for newbuilding projects covering naval (warcraft) and commercial vessels. This role is responsible for maintaining accurate records, processing documentation, coordinating schedules, and supporting the Supervisor Shipyard Maintenance Planner and wider maintenance team with day-to-day administrative tasks.

Prepare, organize, and maintain maintenance planning documents, work orders, and schedules in the CMMS or equivalent system.

Input and update data related to equipment maintenance history, spare parts inventory, and service records.

Coordinate and track purchase requisitions, vendor/contractor documentation, and delivery schedules related to maintenance activities.

Assist in scheduling maintenance activities and communicating updates to relevant departments and personnel.

Compile and distribute maintenance reports, meeting minutes, and status updates for management review.

Maintain filing systems (physical and digital) for maintenance records, ensuring documents are accurate, complete, and easily retrievable for audits and inspections.

Support the Supervisor and maintenance team with general administrative tasks, correspondence, and follow-ups.

Assist in monitoring maintenance budgets and expenses, flagging discrepancies to the Supervisor.

Ensure documentation complies with shipyard safety regulations and classification society requirements.

Diploma or Bachelor's degree in Administration, Business, Engineering, or a related field (or equivalent work experience).

Minimum experience in an administrative or planning support role, preferably within a shipyard, marine, or industrial maintenance environment.

Familiarity with CMMS or maintenance planning software is an advantage.

Proficiency in MS Office (Excel, Word, Outlook); experience with scheduling tools (e.g., MS Project) is a plus.

Strong organizational skills with high attention to detail and accuracy in record-keeping.

Good communication and coordination skills to liaise across departments and with vendors/contractors.

Ability to manage multiple tasks and deadlines in a fast-paced project environment.

Prior exposure to naval or commercial shipbuilding/newbuilding projects.

Basic understanding of classification society documentation requirements (e.g., ABS, DNV, Lloyd's Register).

Multilingual ability, depending on shipyard workforce composition.