Service Administrator

Alma Personnel are pleased to announce we are looking for an organised, proactive and reliable Service Administrator to join our clients' team on a full time, permanent basis to provide essential administrative support to the service department.

The successful candidate will play a key role in ensuring the smooth and efficient running of daily service operations, supporting field engineers, coordinating service schedules and maintaining accurate records.

Job Duties of a Service Administrator:

- * Organise engineer schedules and allocate planned maintenance work to ensure customer requirements are met and resources are used effectively.

* Create and maintain customer service agreements, ensuring records are accurate and contract information is kept up to date.

* Arrange statutory and other required thorough examinations, track completion dates, maintain associated records and coordinate follow-up actions where issues are identified.

* Prepare customer invoices using completed service documentation, checking information carefully before processing.

* Review timesheets and job reports, resolve discrepancies and ensure all relevant paperwork is completed and filed correctly.

* Monitor work that cannot be charged to customers, check that the necessary approvals are in place and refer items requiring further review to management.

* Support the service team by taking breakdown requests, recording new jobs on the system and ensuring urgent work is appropriately prioritised.

* Respond to telephone calls and enquiries professionally, pass information to the relevant colleagues and help keep customers informed about service arrangements.

* Maintain organised electronic and paper records, update staff holiday information, monitor outstanding paperwork and assist with general departmental administration.

* Provide reception and telephone cover when required, welcome visitors, distribute incoming correspondence and prepare outgoing post.

* Keep track of scheduled and outstanding work, chase missing job sheets or reports, and highlight delays or issues to the relevant team members.

* Work closely with service engineers, the Service Controller, management and other departments to ensure information is shared effectively and work is completed on time.

The successful candidate will ideally have:

- * Experience in an administration, coordination or customer service role.

* Strong organisational skills and the ability to manage several tasks at once.

* Excellent attention to detail and a methodical approach to record keeping.

* Clear and professional communication skills.

* Good computer skills and confidence using Microsoft Office and administrative systems.

* The ability to work independently while contributing positively to a team.

* A practical, flexible approach to resolving queries and meeting deadlines.

If you feel you are suitable for this role, please apply now stating why