Service Administrator

Alma Personnel; Walsall; On-site; GBP 24,000 - 32,000; Full time

Job summary

Alma Personnel is seeking an organised and proactive Service Administrator to join our client’s team on a full-time, permanent basis to provide essential administrative support to the service department.

The successful candidate will help ensure smooth daily service operations, support field engineers, coordinate service schedules and maintain accurate records, including invoices and timesheets. A practical, flexible approach to resolving queries and deadlines is expected.

Qualifications

• Experience in an administration, coordination or customer service role.
• Strong organisational skills and the ability to manage several tasks at once.
• Excellent attention to detail and a methodical approach to record keeping.
• Clear and professional communication skills.

Responsibilities

• Organise engineer schedules and allocate planned maintenance work to meet customer requirements and use resources effectively.
• Create and maintain customer service agreements, ensuring records are accurate and contract information is up to date.
• Arrange statutory examinations, track completion dates and coordinate follow-up actions.
• Prepare customer invoices using service documentation and check information before processing.
• Review timesheets and job reports, resolve discrepancies and file paperwork.
• Monitor work that cannot be charged to customers and obtain necessary approvals.
• Record breakdown requests and log new jobs, prioritising urgent work.
• Answer telephone enquiries professionally and pass information to colleagues.
• Maintain organised electronic and paper records and update staff holidays.
• Provide reception duties, welcome visitors and handle mail.
• Track scheduled and outstanding work and flag delays to relevant teams.
• Collaborate with service engineers and management to share information and ensure timely completion.

Skills

Administration

Coordination

Customer service

Organizational skills

Attention to detail

Communication skills

Microsoft Office

Independent work

Tools

Microsoft Office

Job description

Alma Personnel are pleased to announce we are looking for an organised, proactive and reliable Service Administrator to join our clients' team on a full time, permanent basis to provide essential administrative support to the service department.

The successful candidate will play a key role in ensuring the smooth and efficient running of daily service operations, supporting field engineers, coordinating service schedules and maintaining accurate records.

Job Duties of a Service Administrator:-

• Organise engineer schedules and allocate planned maintenance work to ensure customer requirements are met and resources are used effectively.
• Create and maintain customer service agreements, ensuring records are accurate and contract information is kept up to date.
• Arrange statutory and other required thorough examinations, track completion dates, maintain associated records and coordinate follow-up actions where issues are identified.
• Prepare customer invoices using completed service documentation, checking information carefully before processing.
• Review timesheets and job reports, resolve discrepancies and ensure all relevant paperwork is completed and filed correctly.
• Monitor work that cannot be charged to customers, check that the necessary approvals are in place and refer items requiring further review to management.
• Support the service team by taking breakdown requests, recording new jobs on the system and ensuring urgent work is appropriately prioritised.
• Respond to telephone calls and enquiries professionally, pass information to the relevant colleagues and help keep customers informed about service arrangements.
• Maintain organised electronic and paper records, update staff holiday information, monitor outstanding paperwork and assist with general departmental administration.
• Provide reception and telephone cover when required, welcome visitors, distribute incoming correspondence and prepare outgoing post.
• Keep track of scheduled and outstanding work, chase missing job sheets or reports, and highlight delays or issues to the relevant team members.
• Work closely with service engineers, the Service Controller, management and other departments to ensure information is shared effectively and work is completed on time.

The successful candidate will ideally have:-

• Experience in an administration, coordination or customer service role.
• Strong organisational skills and the ability to manage several tasks at once.
• Excellent attention to detail and a methodical approach to record keeping.
• Clear and professional communication skills.
• Good computer skills and confidence using Microsoft Office and administrative systems.
• The ability to work independently while contributing positively to a team.
• A practical, flexible approach to resolving queries and meeting deadlines.