Service Administrator

Confidential; Leatherhead; On-site; GBP 24,000 - 32,000; Full time

Job summary

Confidential is seeking a Service Administrator to join our busy service operations team in Leatherhead. You will coordinate engineers, schedule maintenance, manage service requests, and drive jobs from booking to invoicing.

The role requires excellent communication, organisational skills, and experience in fast-paced service environments. You will act as a central point of contact between clients, suppliers, contractors, and field-based teams, ensuring service levels are maintained and records

Qualifications

• Previous experience coordinating, scheduling, or dispatching engineers.
• Experience in service desk, facilities management, engineering, maintenance, or similar operational environment.
• Strong customer service and communication skills.
• Able to liaise with customers, suppliers, contractors and field teams.
• Excellent organisational skills and ability to prioritise a high volume of work.
• Proficient in Microsoft Office, especially Excel and Outlook.
• Professional telephone manner and clear written and spoken English.

Responsibilities

• Coordinate and schedule reactive and planned maintenance work for engineers.
• Manage engineer diaries and ensure service levels are maintained.
• Monitor PPM schedules and ensure works are completed on time.
• Act as the first point of contact for customers, suppliers, contractors, and engineers.
• Arrange site access for engineers and subcontractors.
• Order parts and materials as required.
• Process purchase invoices and assist with job completion and invoicing.
• Provide regular updates to customers on job progress and completion status.
• Produce reports, maintain databases, and support administrative processes.
• Verify engineer timesheets and expenses where required.
• Maintain accurate records, filing systems, and service documentation.

Skills

Coordinate engineers

Scheduling

Customer service

Microsoft Office

Organisational skills

English communication

Tools

CAFM systems

Scheduling software

Workforce management

Job description

Service Administrator

Location: Leatherhead
Salary: Competitive (DOE)
Hours: Monday to Friday, 8:30am to 5:00pm

Overview

We are seeking an organised and customer-focused Service Administrator to join a busy service operations team. This role is responsible for coordinating engineers, scheduling maintenance works, managing service requests, and ensuring jobs are completed efficiently from initial booking through to invoicing.

The successful candidate will be a strong communicator with experience working in a fast-paced service environment. A key requirement is proven experience coordinating and scheduling engineers and acting as a central point of contact between clients, suppliers, contractors, and field-based technical teams.

Key Responsibilities

• Coordinate and schedule reactive and planned maintenance work for engineers.
• Manage engineer diaries and ensure service levels are maintained.
• Monitor planned preventative maintenance (PPM) schedules and ensure works are completed on time.
• Act as the first point of contact for incoming calls from customers, suppliers, contractors, and engineers.
• Arrange site access for engineers and subcontractors.
• Order parts and materials as required.
• Process purchase invoices and assist with job completion and invoicing.
• Provide regular updates to customers on job progress and completion status.
• Produce reports, maintain databases, and support administrative processes.
• Verify engineer timesheets and expenses where required.
• Maintain accurate records, filing systems, and service documentation.

Essential Skills & Experience

• Previous experience coordinating, scheduling, or dispatching engineers is essential.
• Experience working within a service desk, helpdesk, facilities management, engineering, maintenance, or similar operational environment.
• Strong customer service and communication skills.
• Comfortable liaising with customers, suppliers, contractors, and mobile engineering teams.
• Excellent organisational skills and ability to prioritise a high volume of work.
• Good working knowledge of Microsoft Office, including Excel and Outlook.
• Strong attention to detail and administrative skills.
• Professional telephone manner and excellent written and verbal English.

Desirable

• Experience using CAFM, helpdesk, scheduling, or workforce management systems.
• PowerPoint knowledge would be advantageous.