Workshop Planning & Administration Apprentice

GEA is one of the world’s largest systems suppliers for the food, beverage and pharmaceutical sectors. Our portfolio includes machinery and plants as well as advanced process technology, components and comprehensive services. Guided by a strong sense of purpose, our more than 18,000 dedicated employees work to enhance the sustainability and efficiency of production processes globally.

Responsibilities / Tasks

Start your future with GEA – a global engineering leader! Join our Milton Keynes team as a Workshop Planning & Administration Apprentice and gain real-world experience in a supportive and hands-on setting. Learn from experienced professionals and play a key role in helping deliver sustainable solutions to customers worldwide.

Workshop Planning Activities

• Coordinate with customers and internal GEA departments to ensure visibility of all incoming work and accurately log it in the workshop register.

• Maintain the active workshop plan for all live jobs, ensuring required parts are available to meet scheduled timelines.

• Monitor equipment availability within the workshop plan and highlight any capacity or scheduling bottlenecks.

• Participate in weekly planning discussions to align job scheduling with resource availability.

• Track and update the status of each job as it moves through the Milton Keynes workshop or any associated IRNs.

• Communicate with customers to provide updates on job progress and confirm expected return dates.

• Upon job completion, calculate and record the hours and parts used, comparing these against the original cost estimate broken down by activity.

• Generate reports on workshop productivity and utilisation using existing internal systems.

• Record usage data for key pieces of workshop equipment to support performance tracking and planning.

Workshop Administration Activities

• Raise a sale after receiving the purchase order and sending acknowledgment to the customer.

• Process internal and external supplier orders in SAP, as needed to support the sale.

• Submit ITAR (International Traffic in Arms Regulations) requests for MOD (Ministry of Defence) jobs.

• Where applicable, send returns documentation (including PHD) to the customer, ensuring it is completed and returned before the job is sent back to the workshop.

• Coordinate the return of exchange bowls and parts, including SMEKS, for workshop repairs.

• Upload relevant job information to the designated Track and Trace application for visibility and tracking.

• File all repair-related documents in the job file and/or within SAP for accurate record keeping.

• Raise and process any credit notes required for exchange bowl activities.

• Organise customs invoicing and generate the appropriate clearance documentation.

• Authorise payments to third-party suppliers within the DWP (Departmental Work Process) system.

Goods In Administration Activities

• Maintain appropriate levels of safety stock to support continuous operations.

• Inspect incoming deliveries, book them into the system, allocate items to the correct job, and either prepare for onward delivery or store them correctly.

• Manage and oversee the daily dispatch of goods being shipped from the site.

• Keep the workshop and service departments informed about delivery schedules and part availability.

• Order workshop and service consumables as instructed.

• Ensure an adequate supply of packaging materials is maintained.

• Carry out general housekeeping in the goods-in area, including keeping the main shutter door area clean and tidy.

• Ensure the stores area remains locked when not in use and that access is restricted to authorised personnel only.

Your Profile / Qualifications

• Proficient in all Microsoft Office applications, with a strong emphasis on Excel (e.g., data entry, formulas, and spreadsheets).

• Excellent analytical and organisational skills with a keen attention to detail.

• Strong written and verbal communication skills, with the ability to liaise confidently with internal teams and customers.

• Must have the right to work in the UK.

• Physically capable of lifting and handling heavy objects as part of workshop and goods-in responsibilities.

• Previous administration experience is required.

• A positive, can-do attitude with a willingness to learn and grow within a structured apprenticeship programme.

• Ability to work both independently and as part of a collaborative team.

• Reliable, punctual, and committed to completing the full duration of the apprenticeship.

Did we spark your interest?
Then please click apply above to access our guided application process.