Parts and Office Administrator

Soilmec; England; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in the logistics sector is seeking a knowledgeable Parts & Office Administrator to manage daily operations and administrative functions. The candidate will oversee parts inventory, liaise with suppliers and customers, and play a key role in coordinating logistics. This permanent full-time position is ideal for someone with strong organizational skills and a customer-first approach, looking to contribute to a dynamic team.

Qualifications

• Previous experience in parts, logistics, or operations support.
• Strong knowledge of SAP and inventory management systems beneficial.
• Team player with flexibility to support across departments.

Responsibilities

• Manage day-to-day parts operations using Microsoft Office and SAP.
• Generate sales quotes, process orders, and raise invoices.
• Liaise with customers and support on enquiries, complaints, and account queries.

Skills

Communication

Organisational skills

Multitasking

Tools

SAP

Microsoft Office

Job description

Job Title Parts & Office Administrator

Location: Soilmec Ltd, Polebrook

Job Type: Permanent

Salary: Negotiable

Hours: Full-time hours, Monday - Friday

Position overview: Our small, friendly business has a vacancy for an experienced and skilled Administrator to join the team based in Polebrook, near Oundle. In this role, youll oversee daily parts & office operations and manage a variety of administrative tasks. The ideal candidate will be someone who relishes a challenge, has excellent organisational and communication skills who is able to work in a fast-paced environment and a commitment to maintaining a positive and efficient workplace.

Office & Parts Administrator Job Responsibilities

Manage day-to-day parts operations using Microsoft Office (Outlook, Word, Excel), bespoke LM system, SPOC, and SAP.

Identify Soilmec machine parts and liaise with Head Office for technical details.

Input and maintain part codes, descriptions, and pricing within stock systems.

Monitor and manage stock levels, booking parts in/out and ensuring accurate documentation.

Generate sales quotes, process orders, and raise invoices within SAP.

Liaise with customers, providing support on enquiries, complaints, and account queries.

Coordinate logistics and shipping, including domestic same-day deliveries and international freight from Italy and Europe.

Use online platforms (TNT, FedEx, DHL) to manage and price shipments.

Work closely with suppliers to raise and follow up on purchase orders.

Collaborate with our sales, service, and accounts departments to ensure smooth operations.

Support the storeroom team with picking, packing, shelving, and inventory booking.

Oversee and coordinate day-day office operations, including facilities management, supplies procurement and maintenance of equipment and systems.

Implement and maintain efficient office policies and procedures, ensuring compliance with company guidelines and regulatory requirements

Deal with office correspondence, including emails, phone calls and mail distribution.

Maintain and update office policies, employee handbooks and other relevant documentation.

Assist with company certification, insurance policies and supply chain questionnaires

Assist the management team when required

Qualifications & Requirements

Previous experience in a parts, logistics, or operations support role.

Strong knowledge of SAP and inventory management systems would be beneficial.

Excellent communication skills and a customer-first approach.

Strong multitasking ability with high attention to detail.

Team player with the flexibility to support across departments.

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