Service Administrator

Osborne Appointments • Permanent • Sandy, Central Bedfordshire, England, United Kingdom • £28k - £30k / year • 23h ago

Role: Service Administrator

Location: Bedfordshire

Hours: Monday to Friday (full-time, office-based)

Salary: £28,000 - £30,000

An excellent opportunity has arisen for a highly organised Service Administrator to join a growing engineering business. This role is responsible for supporting the efficient operation of the Service Department through the coordination of service activities, spare parts administration, inventory control, customer communication, and the maintenance of accurate service records.

Working closely with customers, service engineers, suppliers, and internal departments, you will play a key role in ensuring the smooth delivery of service operations and exceptional customer support.

Duties of a Service Administrator:

Coordinate and schedule service visits, maintenance activities, and engineer call-outs
Process service requests and maintain accurate service records
Raise service quotations, work orders, purchase orders, and liaise with the Finance team regarding invoicing requirements
Monitor service contracts and ensure planned maintenance visits are completed on schedule
Maintain service reports, customer records, and equipment history files
Provide administrative support to service engineers, including documentation, service information, and expense processing
Process customer enquiries and orders for spare parts
Prepare quotations for spare parts and service-related products
Source spare parts from suppliers and coordinate delivery schedules where required
Monitor stock levels and arrange replenishment to maintain optimum inventory levels
Track parts availability and communicate lead times to customers and internal teams
Maintain accurate stock records and inventory transactions within company systems
Act as the first point of contact for service enquiries and assist with spare parts enquiries
Provide customers with updates on service schedules, order progress, and parts availability
Resolve routine customer queries and escalate more complex issues where appropriate
Build and maintain strong customer relationships to deliver an excellent level of service
Maintain accurate records within ERP, CRM, and service management systems
Produce reports on service activities, spare parts sales, and stock levels
Assist with warranty claims and returns administration
Ensure all documentation is completed accurately and in line with company procedures
Support the wider team with any additional duties as required

What we would like from you:

Previous experience in an administrative role within a service, engineering, manufacturing, or technical environment
Experience using ERP, CRM, or service management systems
Strong organisational skills with the ability to manage multiple priorities
Excellent communication and customer service skills
High level of accuracy and attention to detail
Proficient in Microsoft Office, particularly Excel, Outlook, and Word

Desirable:

Experience within spare parts administration, inventory control, or service coordination
Knowledge of engineering, industrial equipment, or technical products
Understanding of purchasing and supply chain processes
Familiarity with stock control systems and reporting tools

Personal Attributes:

Proactive and self-motivated
Strong problem-solving skills
Able to work under pressure and adapt to changing priorities
Professional and customer-focused approach
Reliable, organised, and detail-oriented
Able to work independently and as part of a team

BEDFORDPERM

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Thank you for your interest in this vacancy, which is being advertised by OA Group, who are acting as an employment agency/business. Your application will be considered in competition with others and we will contact you within 3 working days.

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