Repairs Administration Assistant

To support the repairs department by managing both the incoming repair work and the administration of customer returns, ensuring jobs are completed accurately, efficiently and on time.

Key Accountabilities and Responsibilities:

Repairs & Technical Tasks

• Book in returned products and create repair job records
• Pack repaired items ready for return to customers or stock
• Check and assess warranty claims

Administrative & Process Tasks

• Create and manage repair jobs in the system
• Progress work orders and track repair status
• Maintain accurate records (e.g. job details, stock, repair status)
• Support order and quoting processes
• Raise purchase orders and process documentation
• Ensure all data is updated correctly and in real time
• Maintain a clear filing system for records and audit purposes

Customer & Communication

• Act as a point of contact for customer and internal queries
• Liaise with departments such as Sales, Finance, Shipping and Technical teams
• Support customers by providing updates and resolving issues
• Work with shipping teams to ensure timely dispatch of repaired items

Logistics & Compliance

• Support import/export and customs processes where required
• Provide accurate documentation for shipments and returns
• Maintain records for audit and compliance purposes
• Ensure company procedures and legal requirements are followed
• Support the Repairs Manager and wider team
• Help identify process improvements and inefficiencies
• Cover key tasks during team absences when needed
• Assist other departments when required
  
  Contribute to achieving departmental KPIs and targets

Health & Safety

• Always follow all company health and safety procedures
• Use equipment and PPE safely and correctly
• Report hazards and help maintain a safe working environment

Experience

• Good organisation and attention to detail
• Experience in administration, customer service or logistics
• IT skills (e.g. Excel, Outlook, Word)
• Ability to follow processes accurately
• Strong communication and teamwork skills
• Ability to manage multiple tasks and meet deadlines
• Experience in a repairs, service or manufacturing environment
• Knowledge of shipping or customs processes
• Experience with ERP systems

Personal Attributes

• Reliable and organised
• Positive and proactive approach
• Comfortable working independently and as part of a team
• Good problem-solving skills
• Able to stay calm under pressure