Service Administrator

Office Angels; Leatherhead; On-site; GBP 26,000 - 35,000; Full time

Job summary

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

The ideal candidate will be highly organised with excellent communication, able to thrive in a fast-paced service environment and act as the central contact point for clients, suppliers and field teams.

Qualifications

• Experience coordinating, scheduling, or dispatching engineers in a service environment.
• Strong customer service and communication skills.
• Fluent written and spoken English.

Responsibilities

• Coordinate and schedule reactive and planned maintenance for engineers.
• Manage engineer diaries and ensure service levels are maintained.
• Monitor PPM schedules and ensure timely completion.
• Act as first point of contact for customers, suppliers and engineers.
• Arrange site access for engineers and subcontractors.
• Order parts and materials as required.
• Process purchase invoices and assist with invoicing.
• Provide regular updates on job progress and completion status.
• Maintain records and service documentation.

Skills

Coordination

Scheduling

Customer service

English communication

Tools

MS Excel

Outlook

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.

We are an equal opportunities employer who puts expertise, energy and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, abilities and more. By showcasing talents, skills and unique experiences in an inclusive environment, we help individuals thrive. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.