Service Administrator

Wallace Hind LLP; Lower Blandford St Mary; Hybrid; GBP 32,000 - 35,000; Part time

Benefits offered by this job

25 days annual leave (pro rata)

Company pension

Employee Assistance Programme

Job summary

Wallace Hind Selection LTD is seeking a part-time Service Administrator in Poole to support a busy engineering service team. The role covers service jobs, purchase orders, and spare parts records with some remote work by agreement.

The position typically offers around 20 hours per week, with a flexible pattern agreed with you. Proactive record-keeping and cross-team coordination are essential to keep invoices, stock, and documentation up to date.

Qualifications

• Experience with purchase orders, service job administration, planning and general administration.
• Good working knowledge of Excel, Outlook and an ERP or accounting system. Experience with IFS would be an advantage.
• Confidence handling customer and supplier records and coordinating with engineers and finance.

Responsibilities

• Maintain customer, supplier and project records in the system and prepare reports.
• Check invoicing progress and assist with system queries.
• Maintain stock records for spare parts and consumables and assist with stocktakes.
• Coordinate facilities administration and procurement support to improve processes.

Skills

Service administration

Stock control

Excel

Outlook

ERP system

Tools

IFS Cloud

IFS

Job description

Are you an experienced Service Administrator or Service Coordinator looking for a part-time role with some flexibility around your hours? Based in Poole, you'll support a busy engineering service team, keeping service jobs, purchase orders and spare parts records up to date. The role is typically 20 hours a week, with a regular working pattern agreed with you.

BASIC SALARY: Circa £32,000 - £35,000 FTE

BENEFITS:

• 25 days annual leave (pro rata based on the agreed working hours)
• Company pension
• Employee Assistance Programme

LOCATION: Poole

This is a permanent, part-time role, typically 20 hours per week. You'll be based at the Poole site, with some remote working possible by agreement.

COMMUTABLE LOCATIONS:

• Bournemouth
• Poole
• Christchurch
• Wimborne Minster
• Ferndown
• Broadstone
• Wareham
• Ringwood
• Swanage

JOB DESCRIPTION:

As our Service Administrator, you'll take ownership of the day-to-day administration and document control that supports equipment servicing, repairs, spare parts and related projects. You'll work closely with Engineers, project teams and Finance to keep records accurate, check invoice progress and resolve stock discrepancies. You'll also help coordinate the Poole facility and improve how the team manages stock and administration as the operation grows.

KEY RESPONSIBILITIES:

• Maintain customer, supplier and project records in IFS, prepare operational reports and keep service and project documentation up to date.
• Check and track invoicing with project and finance colleagues, support day-to-day system queries and help with the move to IFS Cloud.
• Maintain stock records for spare parts, consumables and project components. Assist with stocktakes, investigate discrepancies and help order replacement stock.
• Support import and export paperwork for equipment, spare parts and materials.
• Coordinate day-to-day facilities administration, including maintenance, utilities, site services and consumables.
• Support planning and procurement and help improve stock controls and administrative processes.

PERSON SPECIFICATION:

You will have a methodical approach to record keeping, with the ability to manage competing deadlines, handle confidential information and know when to **escalate** an issue.

• Experience with purchase orders, service job administration, planning and general administration.
• Good working knowledge of Excel, Outlook and an ERP or accounting system. Experience with IFS would be an advantage.
• Confidence handling customer account information and dealing professionally with customers, suppliers and colleagues across operations and Finance.
• A background in engineering, manufacturing, equipment servicing, maintenance or spare parts would be beneficial. Knowledge of stock control or import and export administration would also be an advantage.

THE COMPANY:

We're an engineering business that supplies and supports equipment for industrial and infrastructure customers. Our Poole team works with colleagues across the business to deliver equipment servicing, repairs and spare parts.

It is highly likely you will have worked in any of the following roles and/or markets, and worked with the following products and/or services: Service Administrator, Service Coordinator, Engineering Administrator, Operations Administrator, Service Support Administrator, Parts Administrator, Stock Administrator, Technical Administrator, Engineering Services, Equipment Servicing, Manufacturing, Maintenance and Repairs, Spare Parts, Stock Control, ERP, IFS, Import and Export Administration.

REF: SM18742