Service Administrator

Service Administrator

S25, Sheffield

£35,000 - £40,000

Monday Friday 9:00am 5:00pm

Looking for someone to start asap

Job Purpose

To provide efficient administrative and operational support to the Service, Technical and Spare Parts departments, ensuring customers receive a high standard of service throughout the entire aftersales process.

The role is responsible for supporting the planning and coordination, managing spare parts administration, processing customer enquiries and orders and ensuring all service work is accurately recorded and invoiced.

By working closely with service technicians, customers, suppliers and internal departments, you will help maintain smooth day-to-day operations, maximise revenue through accurate charging of parts and services and contribute to the overall efficiency and success of the aftersales function.

Job Responsibilities

• Support the Technical Co-ordinator by preparing reports and ensuring all site requirements are in place before technicians attend customer sites
• Review service technician reports to identify spare parts used, ensure they are charged to customers where applicable and arrange any follow-on work required.
• Answer incoming service calls, resolve customer queries where possible and arrange call-backs when required
• Preparing and issuing spare parts quotations by phone and email using machine serial numbers where possible
• Processing customer purchase orders accurately and efficiently
• Handle customer enquiries by tracking orders, deliveries and modifications
• Keeping customers informed of any delays or changes to delivery schedules
• Liaise with the head office office regarding missing stock or outstanding parts orders
• Following up quotations within seven days
• Recording reasons for lost quotations
• Analysing rejected quotations to identify trends and opportunities for improvement
• Resolve spare parts invoicing queries raised by the Finance department
• Provide day-to-day support to service technicians, ensuring they have everything required to carry out their work effectively
• Carry out any other reasonable duties as required to support the wider business

Key Skills required

• Previous experience in a service administration, customer service or coordination role
• Excellent communication and organisational skills
• Strong attention to detail and accuracy
• Confident using Microsoft Office and business systems
• Ability to prioritise workload and work to deadlines
• Customer-focused with a proactive approach to problem solving
• Able to work independently and as part of a team