Service Administrator

Service Administrator

We are working with a company who provide a comprehensive and full range of innovative compactors, balers, shredders, wheelie bin compactors and liquid draining machines to some of Britain's biggest businesses. They are looking for a service executive to help out in the business in a varied amount of ways. Someone with experience working in a busy office with numerous roles to fulfil would be a good fit for this role.


  • Take machine breakdown calls from customers; try to establish the nature of the fault and issue to engineer or subcontractor. If subcontractor raise PO Number
  • Support engineers in their day-to-day work schedules
  • Raise purchase orders for spares, oil, and consumables for installs
  • Compile quotations for further repair work
  • Enter engineer’s work sheets onto spread sheet, Mamut and add cost to rental analysis sheet if applicable
  • Invoice work undertaken not covered under a contract
  • Issue invoices for service contracts / purchase order requests
  • Check to see that service contracts have been paid, update service schedule when they have
  • Issue services to contractors for the next month and raise PO numbers for each job
  • Keep in contact with engineer throughout the day
  • Raise PO’s to machine manufacturer with delivery details and machine spec
  • Raise sales invoices to the customer for the machine including deposits if required
  • Send the pre-install checklist for the customer to complete before the machine installation is planned
  • Liaise with the manufacturer on machine delivery and date
  • Liaise with national and international transport companies and contractors
  • Organise off load of lorry if required
  • Liaise with the customer on machine installation and staff training
  • Arrange consumables to be sent or taken to site
  • Enter new customer details on the customer spread sheet
  • Ensure the machine has been added to rental/fixed asset list if applicable
  • Provide Risk Assessments and Method Statements when necessary
  • Ensure up to date H&S training for engineers and Risk Assessments required for work
  • Pre-qualify questionnaires and other customer form requests; provide information for Safe contractors/Contractor Plus submissions
  • First Aid and accident reporting
  • Arrange PAT testing for the engineers’ equipment
  • Keep records of training schedules; toolbox talks, Issue and maintain RAMS and COSHH assessments, PPE schedules, Equipment Inspections
  • Dart tag account – keep an eye on running total and increase when needed
  • Congestion charge – added/delete vehicles – pass charge details on to Accounts Administrator
  • Stationery – order office stationery when needed. Sometimes entails searching for product

Qualifications and experience:

  • Experience of working in a similar role
  • Excellent customer care and telephone skills. (including verbal and non-verbal communication)
  • Deadline driven
  • Good reporting and analytical skills
  • Previous CRM and accounting package experience desirable
  • Good French and/or German a distinct advantage but not essential
  • Strong prioritisation skills and able to manage own workload
  • Self-motivated
  • Prepared to learn new skills
  • Ability to work flexibly
  • Able to use own initiative
  • Team player
  • Ability to use Microsoft Word and Excel