Service Administrator

Ballyvesey Holdings; Milton Keynes; On-site; GBP 21,000 - 27,000; Full time

Job summary

Midlands Truck & Van in Milton Keynes is seeking a Service Administrator to support the Service Department with scheduling vehicle maintenance, bookings, and keeping compliant records. The role requires strong organisation and customer service skills, and the ability to manage multiple tasks efficiently.

You will coordinate servicing, MOTs, and tachograph calibrations, liaise with external suppliers and MOT lanes, and provide holiday cover for Service Advisors.

Qualifications

• Previous experience in an administrative or service support role.
• Excellent organisational and time management skills.
• Strong communication and customer service skills.
• Ability to prioritise workloads and work effectively under pressure.
• High level of accuracy and attention to detail.
• Competent in Microsoft Office and general computer systems.
• Ability to work independently as well as part of a team.
• Experience within the commercial vehicle, HGV, automotive, or transport industry.
• Knowledge of HGV servicing, MOT requirements, and tachograph calibration processes.
• Experience using manufacturer or customer service portals.
• Understanding of customer compliance and contract maintenance requirements.

Responsibilities

• Coordinate HGV service schedules and bookings.
• Liaise with MOT lanes and obtain order numbers.
• Follow up service leads and recalls.
• Provide holiday cover for Service Advisors.
• Use manufacturer and customer portals to manage bookings and compliance.
• Maintain accurate service records and documentation.
• Support the Service Department's daily administrative duties.
• Collaborate with workshop and customers to ensure service delivery.

Skills

Administrative experience

Organisational skills

Time management

Customer service

Microsoft Office

Teamwork

Attention to detail

Job description

Midlands Truck & Van is an approved Mercedes-Benz Franchised Commercial Vehicle Dealer with dedicated locations in Birmingham, Boston, Coventry, Dunstable, Milton Keynes, Peterborough, Wellingborough and Wolverhampton.

We are proud to offer New Van and New Truck Sales, Used Van and Used Truck sales and Aftersales solutions including 24hr servicing and parts availability.

We are now looking for a Service Administrator at our Milton Keynes depot.

Job Purpose

The Service Administrator plays a key role in supporting the Service Department by coordinating vehicle maintenance schedules, ensuring customer and contractual compliance, and providing administrative support to the service team. The role requires excellent organisational skills, attention to detail, and the ability to manage multiple priorities while delivering outstanding customer service.

Key Responsibilities

• Manage and coordinate HGV service schedules to ensure vehicles are maintained in line with manufacturer recommendations, customer requirements, and contractual obligations.
• Arrange and book vehicle servicing, MOTs, and tachograph calibrations, ensuring all bookings are completed within required timescales.
• Liaise with local MOT ATF lanes to secure appointments and issue the relevant order numbers for bookings.
• Chase outstanding order number requests where required to maintain workshop efficiency and provide cover during periods of staff annual leave.
• Monitor customer satisfaction surveys, contacting customers to encourage survey completion and maximise response rates.
• Follow up on outstanding service booking leads, ensuring all enquiries are progressed and completed.
• Clear down and update service leads within internal systems, ensuring accurate and up-to-date information is maintained.
• Follow up on service rebook opportunities and support recall campaigns where required.
• Provide holiday cover for Service Advisors, including managing their customer portfolio, responding to customer enquiries, arranging bookings, and ensuring continuity of service.
• Use manufacturer and customer portals to manage bookings, compliance requirements, and administrative processes.
• Maintain accurate service records and ensure all documentation is completed correctly.
• Carry out general administrative duties to support the efficient operation of the Service Department.
• Work closely with the workshop, Service Advisors, customers, and external suppliers to ensure excellent communication and service delivery.

Skills & Experience

Essential

• Previous experience in an administrative or service support role.
• Excellent organisational and time management skills.
• Strong communication and customer service skills.
• Ability to prioritise workloads and work effectively under pressure.
• High level of accuracy and attention to detail.
• Competent in Microsoft Office and general computer systems.
• Ability to work independently as well as part of a team.

Desirable

• Experience within the commercial vehicle, HGV, automotive, or transport industry.
• Knowledge of HGV servicing, MOT requirements, and tachograph calibration processes.
• Experience using manufacturer or customer service portals.
• Understanding of customer compliance and contract maintenance requirements.

Personal Attributes

• Highly organised and proactive.
• Reliable and dependable.
• Strong problem-solving ability.
• Professional and customer-focused.
• Flexible and willing to support colleagues across the department.
• Able to build positive working r