Central Service Administrator

Trane Technologies; Bolton; On-site; GBP 26,000 - 34,000; Full time

Job summary

Trane Technologies in Bolton is seeking a Central Service Administrator to support service contracts, compliance, warranty claims and customer reporting. You will assist depot teams, coordinate engineers, and maintain documentation and KPI reporting to ensure efficient service delivery.

The role requires strong organisational skills, attention to detail, and experience with Excel, reporting tools and IFS. On-site working five days a week with focus on contract administration and compliance

Qualifications

• Proven experience in a service administration or similar administrative support role.
• Strong organisational and planning abilities.
• Excellent attention to detail with a high level of data accuracy.
• Ability to manage multiple tasks and deadlines effectively.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office Suite, especially Excel and reporting tools and IFS.
• Familiarity with compliance regulations such as F-Gas and LOLER (for Tail Lifts) is an advantage.
• Experience working with warranty systems and customer service portals preferred.
• Minimum of GCSEs (or equivalent); further education or business administration qualifications are desirable.
• Training or certification in compliance management or contract administration is a plus.

Responsibilities

• Answer and manage incoming service calls promptly and professionally.
• Log service requests and ensure accurate documentation of customer issues.
• Schedule and allocate engineers for service tasks based on skill sets and availability.
• Optimise engineer routes and schedules to maximise efficiency and minimise downtime.
• Processing support for depot operation.
• Support the installation team when needed.
• Provide administrative support for the setup, renewal, and ongoing management of service contracts, including support where needed for service bookings.
• Liaise with internal teams and customers to ensure all contract terms are accurately documented and implemented.
• Maintain up-to-date records of contract activities and schedules.
• Monitor contract performance and support operational planning and service centre liaison to meet service delivery targets.
• Administer the specific requirements of TKTK (tailored knowledge-based or key account) contracts.
• Coordinate with service teams and account managers to ensure TKTK contractual obligations are met including service centre liaison.
• Prepare bespoke planning documentation and reports for TKTK accounts.
• Track service delivery milestones against TKTK contract KPIs.
• Process warranty claims with suppliers and manufacturers in a timely and accurate manner.
• Maintain a warranty register and follow up on outstanding claims.
• Support technicians and service teams in gathering required documentation for claims.
• Liaise with parts controllers for timely warranty parts returns and processing
• Monitor trends and elevate recurring warranty issues as necessary.
• Action, monitor and review manufacturer re-work campaigns.
• Assist in maintaining up-to-date records for compliance relating to customer vehicles to include Fleet Management, F-Gas and Tail Lift inspections and certifications.
• Ensure all activities adhere to legal and company compliance standards.
• Schedule and track mandatory inspections and testing.
• Support service centre control and planning
• Maintain audit-ready documentation and assist with external inspections.
• Generate regular customer reports, including performance metrics and key performance indicators (KPIs).
• Ensure data accuracy and timely delivery of reports to customers.
• Provide insights and analysis on service performance, contract compliance, and operational trends.
• Collaborate with operational teams to address areas of concern highlighted in reports.
• Provide a central point of contact for key accounts.

Skills

Organisational skills

Planning abilities

Attention to detail

Multi-tasking

Communication skills

Excel

Reporting tools

IFS

Compliance knowledge

Education

GCSEs or equivalent

Business administration qualifications desirable

Tools

Excel

Reporting tools

IFS

Job description

Be a part of our mission! As a world leader in creating comfortable, sustainable, and efficient climate solutions for buildings, homes and transportation, it's our responsibility to put the planet first. For us at Trane Technologies, and through our businesses including Trane® and Thermo King, sustainability is not just how we do business—it is our business. Do you dare to look at the world's challenges and see impactful possibilities? Do you want to contribute to making a better future? If the answer is yes, we invite you to consider joining us in boldly challenging what's possible for a sustainable world.

Learn about our benefits designed for you to Thrive at work and at home.

We boldly go.

Where Is The Work

On-Site (5 days)

What’s In It

The Central Service Administrator plays a vital role in supporting the service operations by managing administrative processes related to service contracts, compliance, warranty claims, and customer reporting. To support the service operation with the various portals that are used. This position ensures operational efficiency, contract compliance, and accurate performance tracking through the preparation and maintenance of essential documentation, reports, and KPIs. Additionally, the Central Service Administrator provides crucial support to the depot service teams, facilitating seamless coordination and communication to enhance overall service delivery and effectiveness.

Depot Service support

• Answer and manage incoming service calls promptly and professionally.
• Log service requests and ensure accurate documentation of customer issues.
• Schedule and allocate engineers for service tasks based on skill sets and availability.
• Optimise engineer routes and schedules to maximise efficiency and minimise downtime.
• Processing support for depot operation.
• Support the installation team when needed.

Contract Support and Planning

• Provide administrative support for the setup, renewal, and ongoing management of service contracts, including support where needed for service bookings.
• Liaise with internal teams and customers to ensure all contract terms are accurately documented and implemented.
• Maintain up-to-date records of contract activities and schedules.
• Monitor contract performance and support operational planning and service centre liaison to meet service delivery targets.

TKTK Contract Support and Planning

• Administer the specific requirements of TKTK (tailored knowledge-based or key account) contracts.
• Coordinate with service teams and account managers to ensure TKTK contractual obligations are met including service centre liaison.
• Prepare bespoke planning documentation and reports for TKTK accounts.
• Track service delivery milestones against TKTK contract KPIs.

Warranty Claims and manufacturer re-works administration

• Process warranty claims with suppliers and manufacturers in a timely and accurate manner.
• Maintain a warranty register and follow up on outstanding claims.
• Support technicians and service teams in gathering required documentation for claims.
• Liaise with parts controllers for timely warranty parts returns and processing
• Monitor trends and elevate recurring warranty issues as necessary.
• Action, monitor and review manufacturer re-work campaigns.

Compliance Support (Including F-Gas and Tail lift Regulations)

• Assist in maintaining up-to-date records for compliance relating to customer vehicles to include Fleet Management, F-Gas and Tail Lift inspections and certifications.
• Ensure all activities adhere to legal and company compliance standards.
• Schedule and track mandatory inspections and testing.
• Support service centre control and planning
• Maintain audit-ready documentation and assist with external inspections.

Customer Reporting and KPI Monitoring

• Generate regular customer reports, including performance metrics and key performance indicators (KPIs).
• Ensure data accuracy and timely delivery of reports to customers.
• Provide insights and analysis on service performance, contract compliance, and operational trends.
• Collaborate with operational teams to address areas of concern highlighted in reports.
• Provide a central point of contact for key accounts.

What Do You Bring

• Proven experience in a service administration or similar administrative support role.
• Strong organisational and planning abilities.
• Excellent attention to detail with a high level of data accuracy.
• Ability to manage multiple tasks and deadlines effectively.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office Suite, especially Excel and reporting tools and IFS.
• Familiarity with compliance regulations such as F-Gas and LOLER (for Tail Lifts) is an advantage.
• Experience working with warranty systems and customer service portals preferred.
• Minimum of GCSEs (or equivalent); further education or business administration qualifications are desirable.
• Training or certification in compliance management or contract administration is a plus.

Working Conditions

• May require flexibility during peak reporting periods or compliance audits.

We offer competitive compensation and comprehensive benefits and programs. We are an equal opportunity employer; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, pregnancy, age, marital status, disability, status as a protected veteran, or any legally protected status.