Service Office Administrator

Service Office Administrator

Our busy service department is looking for an enthusiastic new team member. It's a very fast paced environment and you will need to be confident on the telephone and ready to provide excellent customer service. This is a fantastic opportunity to work for a market leading manufacturer.

Our busy service department is looking for an enthusiastic new team member. It’s a very fast paced environment and you will need to be confident on the telephone and ready to provide excellent customer service. This is a fantastic opportunity to work for a market leading manufacturer.

Salary: £22,568 to £26,508 per year

Monday to Friday 8am – 5pm (with 1 hour for lunch)

Service Planning & Coordination

– Support the scheduling of service visits by ensuring all required materials and equipment are arranged ahead of engineer’s attendance.
– Order filters, service parts, components, towers or access equipment in line with service requirements.
– Raise purchase orders in accordance with company procedures.
– Coordinate delivery dates to ensure materials arrive in advance of planned service works.
– Liaise with suppliers to chase deliveries and resolve shortages or discrepancies quickly.

Customer Communication

– Issue booking confirmations to customers and confirm service dates and scope of works.
– Notify customers of any equipment deliveries (such as towers) prior to site visits.
– Contact customers 1–3 days before attendance to confirm:
– Filters and materials have been delivered
– Site access arrangements are in place
– Any special site requirements
– Provide updates where deliveries or service dates change.

Parts & Materials Management

– Arrange dispatch of service parts and materials to site where required.
– Track and confirm delivery of filters and components before service visits.
– Maintain accurate records of supplier orders and confirmations.

Administration & Office Support

– Answer incoming calls, assist customers and if required, direct enquiries to the appropriate person.
– Maintain accurate job documentation within Opera and internal systems.
– Support engineers with parts queries and service-related administration.

Key Skills & Competencies

– Strong organisational and planning skills
– Ability to manage multiple service jobs simultaneously
– Confident communicator (phone and email)
– High attention to detail
– Proactive approach to problem solving
– Experience within service coordination, engineering, or construction environments is desirable but not essential, full training will be given.
– IT proficient

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