Service Administrator - Leeds

GEA Group; Leeds; On-site; GBP 20,000 - 28,000; Full time

Job summary

GEA Group is seeking an organised administrator to support service operations in our Leeds office. The role involves processing orders, coordinating engineers, credit checks, and invoicing tasks within a collaborative team.

You will handle POs, timesheets, and weekly reports while maintaining records of holidays and absence. The position is fully office-based, 5 days a week, 8:00 am to 4:30 pm with a 30‑minute break.

Qualifications

• Ideally prior administrative experience in a service, engineering, or technical environment.
• 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).

Responsibilities

• 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 (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.

Skills

Administrative experience

Attention to detail

Multi-tasking

Verbal communication

Customer-focused

Team collaboration

MS Office

SAP experience (adv)

Basic financial awareness

Tools

MS Office

SAP

Job description

Responsibilities

• 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 (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: 8:00 am – 4:30 pm (30‑minute break)

Qualifications

• Previous administrative experience (ideally within a service, engineering, or technical environment – 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)

Equal Opportunity Employment

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.