Service Administrator

Calibre Search; Fleetwood; On-site; GBP 26,100 - 31,900; Full time

Benefits offered by this job

Salary up to £29,000

25 days annual leave + bank holidays

Ongoing training & development

Career progression opportunities

Job summary

Calibre Search is recruiting a Service Administrator in Fleetwood (Lancashire, Blackpool Area). The role supports the service department, scheduling maintenance visits, managing documentation and client communications to meet deadlines and SLAs.

You’ll work in a busy team, with opportunities to develop in HVAC and engineering service environments. The ideal candidate has prior service administration or scheduling experience and strong IT and Excel skills.

Qualifications

• Experience in service administration or scheduling.
• Experience in HVAC, refrigeration or engineering service industries is advantageous.
• Strong IT skills and proficiency with Microsoft Office Products, especially Excel.

Responsibilities

• Coordinate Planned Preventative Maintenance (PPM) and service visits with engineers and clients.
• Prepare quotations for maintenance and repairs.
• Ensure documentation and RAMS are completed and uploaded to internal systems.
• Maintain asset registers and service records and support KPI targets.

Skills

Organisational skills

Customer service

Communication

Scheduling

Tools

Microsoft Office

Excel

Job description

Service Administrator

Location: Fleetwood, Lancashire (Blackpool Area)

Contract: Permanent, Full Time

Working Hours: Monday to Friday, 8:00am - 5:00pm

Salary: Competitive (Dependent on Experience)

The Company

Our client is a well-established specialist engineering business delivering refrigeration, air conditioning and HVAC solutions to commercial and industrial customers across the UK. Operating across multiple sectors, they provide planned maintenance, reactive service, compliance and project support, with a strong reputation for quality, customer service and long‑term client partnerships. Due to continued growth, they are looking to recruit an organised and proactive Service Administrator to join their busy service team in Fleetwood.

The Role

As a Service Administrator, you'll play a key role in supporting the day‑to‑day operation of the service department, ensuring engineers, clients and internal teams remain fully coordinated. Working in a fast‑paced environment, you'll be responsible for scheduling maintenance visits, managing service documentation, processing quotations and ensuring work is completed within client deadlines and service level agreements. This is an excellent opportunity for someone with previous service administration or scheduling experience who enjoys organisation, problem‑solving and working as part of a close‑knitted team.

Key Responsibilities

• Coordinate Planned Preventative Maintenance (PPM), reactive and remedial works with customers and engineers.
• Schedule engineers efficiently, ensuring contractual deadlines and KPIs are achieved.
• Prepare quotations for maintenance and repair works.
• Arrange site access, equipment and any additional logistical requirements.
• Prepare and issue RAMS (Risk Assessments & Method Statements).
• Allocate work to engineers and coordinate their schedules.
• Monitor engineer attendance and track work progress through to completion.
• Upload service reports and documentation onto internal systems and client portals.
• Maintain accurate asset registers and service records.
• Raise purchase orders and manage supplier requests.
• Produce and upload compliance certificates following completed works.
• Review completed reports, resolve any discrepancies and liaise with engineers where required.
• Keep quotation trackers updated and ensure outstanding actions are followed up.
• Ensure all client portal administration is completed within agreed timescales to support KPI performance.
• Support the wider service department with general administration and customer enquiries.

About You

We're looking for someone who enjoys working in a busy office environment and takes pride in delivering excellent customer service.

• Previous experience within a Service Administrator, Service Coordinator or Scheduler position.
• Experience within HVAC, refrigeration, facilities management, engineering or another technical service industry would be advantageous.
• Excellent organisational skills with the ability to manage multiple priorities.
• Strong IT skills, including Microsoft Office, particularly Excel.
• Confidence using multiple systems and customer portals.
• Excellent communication skills with both customers and colleagues.
• High attention to detail and accuracy.
• The ability to work independently whilst contributing to a collaborative team.
• A proactive approach with a willingness to improve processes and solve problems.

What's on Offer?

• Competitive salary based on experience (Up to £29,000)
• Monday to Friday working hours (8:00am - 5:00pm)
• 25 days annual leave plus bank holidays.
• Opportunity to earn one additional day's annual leave for each year of long service, up to a maximum of 5 extra days.
• Ongoing training and continuous professional development.
• Genuine opportunities for career progression.

Calibre Search promote equality in the workplace and we welcome applications from all suitably skilled or qualified candidates regardless of their sex, race, disability, religion/beliefs, sexual orientation or age. We act as both an employment agency and employment business.