Service Administrator - Leeds

GEA Group; Leeds; On-site; GBP 21,000 - 27,000; Full time

Job summary

GEA is seeking a Service Administrator to support engineers and the service team in day-to-day operations from an office-based setting in Leeds. The role involves processing service calls, creating purchase orders, handling invoices, and assisting with rotas and reports.

Full training will be provided, with opportunities to develop within a busy global operation. The successful candidate will have prior administrative experience, strong attention to detail, and the ability to manage multiple

Qualifications

• Previous administrative experience, ideally in service/engineering/technical environments.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks and prioritise effectively.
• Confident verbal and written communication.
• Customer-focused approach and collaborative work style.
• Basic financial awareness (training provided).

Responsibilities

• Setting up new customers and completing handover documentation and credit checks.
• Raising and managing service calls and processing timesheets.
• Creating purchase orders, overhead POs and processing credits.
• Issuing FSE work orders and preparing simple reports.
• Reviewing margins and preparing invoices.
• Assisting with on-call rotas and monitoring engineer hours.
• Maintaining maintenance logs and scheduling visits.
• Gathering information and preparing simple customer quotations.

Skills

Attention to detail

Multi-tasking

Communication skills

Team collaboration

MS Office

SAP experience

Tools

SAP

Job description

GEA is one of the world’s largest systems suppliers for the food, beverage and pharmaceutical sectors. Our portfolio includes machinery and plants as well as advanced process technology, components and comprehensive services. Guided by a strong sense of purpose, our more than 18,000 dedicated employees work to enhance the sustainability and efficiency of production processes globally.

Your responsibilities and tasks

We are looking for an organised and motivated Service Administrator to join our growing team. This role is ideal for someone who is keen to develop their skills within a busy service and operations environment.

You will play a key role in supporting our engineers and service team, ensuring smooth day-to-day operations, and delivering excellent customer service. Full training will be provided, and there will be genuine opportunities to develop your skills within the business.

You will support the service function across a wide range of activities, including:

• Setting up new customers, including completing handover documentation and credit checks
• Raising and managing service calls
• Creating purchase orders, overhead POs, and processing credits
• Issuing Field Service Engineer (FSE) work orders and processing timesheets and reports
• Reviewing margins and preparing invoices
• Assisting with quarterly on-call rotas for 24-hour engineer coverage
• Approving engineers’ daily hours
• Maintaining records of holidays, lieu days, sickness, and absences
• Closing out maintenance calls monthly
• Compiling service reports (e.g., contract margins, weekly engineer hours, transaction reports)
• Liaising with site contacts to schedule works and follow up on outstanding invoices
• Preparing and distributing weekly engineer diaries
• Maintaining maintenance logs and ensuring visits are completed on time
• Gathering information and preparing simple customer quotations
• Supporting engineers with PPE and workwear requests

Working Pattern: Fully office-based – 5 days per week

Hours: 8:00am – 4:30pm (30-minute break)

Your profile and qualifications

• Previous administrative experience (ideally within a service, engineering, or technical environment — though full training will be provided)
• Strong attention to detail
• Ability to manage multiple tasks and prioritise effectively
• Confident verbal and written communication skills
• Customer-focused approach
• Comfortable working collaboratively within a team
• Good working knowledge of MS Office
• SAP experience is advantageous but not essential
• Basic financial awareness (training can be provided)

About GEA

GEA is one of the largest suppliers for the food and beverage processing industry and a wide range of other process industries. Approximately 18,000 employees in more than 60 countries contribute significantly to GEA’s success – come and join them! We offer interesting and challenging tasks, a positive working environment in international teams and opportunities for personal development and growth in a global company.

GEA is an equal opportunity employer. Applicants will therefore receive consideration for employment without regard to age, sex, race, color, religion, world view, national origin, genetics, disability, gender identity, marital status, sexual orientation, veteran status or any other protected characteristic required by applicable law. Applicants with disabilities are welcome and will be given special consideration if they are equally qualified.

GEA is one of the world’s largest systems suppliers for the food, beverage and pharmaceutical sectors. Our portfolio includes machinery and plants as well as advanced process technology, components and comprehensive services. Guided by a strong sense of purpose, our...

GEA is certified as a Top Employer by the Top Employers Institute for Europe. We have high scores for Leadership, Ethics & Integrity and Sustainability.

GEA careers

A world of opportunities

GEA’s heritage stretches back more than 140 years. Today, we operate in resilient customer industries with a dedicated workforce of more than 18,000 employees and conduct business with more than 150 countries.