Service Administrator

Ripon Farm Services Ltd; Long Lee; On-site; GBP 18,000 - 28,000; Full time

Job summary

Ripon Farm Services Ltd in Keighley is seeking a diligent Service Administrator to support the Service Manager, engineers and depot team. You will handle customer enquiries, process invoices and manage warranties, while keeping records up to date.

In a fast-paced environment you will prioritise tasks, communicate professionally by phone and email, and ensure accurate administration across a busy service operation.

Qualifications

• Highly organised with excellent attention to detail.
• Confident managing multiple tasks and priorities in a busy service environment.
• Professional, approachable and customer-focused.
• Comfortable communicating by telephone, email and in person.
• Confident handling financial administration, payments and reconciliations.
• Experienced in general administration, with strong IT and record-keeping skills.
• Able to work independently while also being a supportive member of the wider depot team.
• Proactive, reliable and willing to take ownership of tasks through to completion.
• Flexible and willing to support colleagues and take on additional responsibilities when required.
• Previous experience within an agricultural, engineering, vehicle, machinery or service environment would be advantageous, although not essential.

Responsibilities

• Provide comprehensive administrative support to the Service Department and Service Manager, helping the team achieve its operational and customer service objectives.
• Answer and manage incoming telephone calls to the Service Department, ensuring enquiries are dealt with promptly and professionally or directed to the appropriate person.
• Receive, respond to and action internal and external customer enquiries, providing a high standard of customer service at all times.
• Process customer account enquiries, including taking payments and providing copies of statements or other account documentation when requested.
• Process banking and manage petty cash, including carrying out monthly till and petty cash reconciliations.
• Prepare and process service documentation, check service work orders and other administrative records for accuracy and completeness.
• Process warranty and product improvement claims across our range of manufacturers, managing claims from initial submission through to completion for both Service and Parts. Including the return of warranty parts to manufacturers when required.
• Ensure the servicing and MOTs records of depot vehicles are kept up to date.
• Coordinate depot time and attendance administration, including holiday bookings, sickness and absence records across departments.
• Review and approve engineer time to job allocations through Ibcos Gold, ensuring records are accurate and up to date.
• Coordinate the administration of groundcare repairs, maintenance and invoicing, including arranging customer collections and deliveries where required.
• Order stationery and general office supplies for the depot and its departments.
• Carry out regular checks of fire alarm and emergency lighting systems and report any issues appropriately.
• Attend relevant training as required by the Service Manager to maintain knowledge, support personal development and contribute to the company's objectives.
• Undertake any other reasonable administrative duties requested by the Service Manager in support of the Service Department and wider business.

Skills

Highly organised

Multitasking

Customer focus

Communication

Financial administration

Record keeping

Independent work

Ownership

Adaptability

Team player

Job description

Service Administrator

place Keighley

Role overview

We are looking for an organised, proactive and customer-focused Agricultural Service Administrator to join our busy Service Department. This is a varied role that provides essential administrative support to the Service Manager, engineers and wider depot team. You will be responsible for ensuring the smooth running of day-to-day service administration, from handling customer enquiries and processing invoices to managing warranty claims, engineer administration and general depot support when required.

The successful candidate will be comfortable working in a fast-paced environment managing competing priorities, have excellent attention to detail and be confident communicating with a wide range of people, both internally and externally.

Key Responsibilities

• Provide comprehensive administrative support to the Service Department and Service Manager, helping the team achieve its operational and customer service objectives.
• Answer and manage incoming telephone calls to the Service Department, ensuring enquiries are dealt with promptly and professionally or directed to the appropriate person.
• Receive, respond to and action internal and external customer enquiries, providing a high standard of customer service at all times.
• Process customer account enquiries, including taking payments and providing copies of statements or other account documentation when requested.
• Process banking and manage petty cash, including carrying out monthly till and petty cash reconciliations.
• Prepare and process service documentation, check service work orders and other administrative records for accuracy and completeness.
• Process warranty and product improvement claims across our range of manufacturers, managing claims from initial submission through to completion for both Service and Parts. Including the return of warranty parts to manufacturers when required.
• Ensure the servicing and MOTs records of depot vehicles are kept up to date.
• Coordinate depot time and attendance administration, including holiday bookings, sickness and absence records across departments.
• Review and approve engineer time to job allocations through Ibcos Gold, ensuring records are accurate and up to date.
• Coordinate the administration of groundcare repairs, maintenance and invoicing, including arranging customer collections and deliveries where required.
• Order stationery and general office supplies for the depot and its departments.
• Carry out regular checks of fire alarm and emergency lighting systems and report any issues appropriately.
• Attend relevant training as required by the Service Manager to maintain knowledge, support personal development and contribute to the company's objectives.
• Undertake any other reasonable administrative duties requested by the Service Manager in support of the Service Department and wider business.

Skills & Qualifications

• Highly organised with excellent attention to detail.
• Confident managing multiple tasks and priorities in a busy service environment.
• Professional, approachable and customer-focused.
• Comfortable communicating by telephone, email and in person.
• Confident handling financial administration, payments and reconciliations.
• Experienced in general administration, with strong IT and record-keeping skills.
• Able to work independently while also being a supportive member of the wider depot team.
• Proactive, reliable and willing to take ownership of tasks through to completion.
• Flexible and willing to support colleagues and take on additional responsibilities when required.
• Previous experience within an agricultural, engineering, vehicle, machinery or service environment would be advantageous, although not essential.