Service & Engineering Administrator

Odin Careers Ltd; Alton; On-site; GBP 26,000 - 36,000; Full time

Job summary

Odin Careers Ltd is seeking a Service & Engineering Coordinator to join a busy engineering business in Alton. You will coordinate engineer visits, manage schedules, and ensure documentation and parts are ready to keep service operations running smoothly.

This role links customers, engineers and suppliers, requiring strong organisation, proactive communication and problem-solving to minimise disruption and deliver a professional service.

Qualifications

• Experience coordinating engineers, field service visits or engineering service activities.
• Experience in engineering administration, service coordination or technical support.
• Strong organisational skills and the ability to manage changing priorities and deadlines.
• Confident communication with customers, engineers and suppliers.
• Attention to detail when managing job records, service documentation and expenses.

Responsibilities

• Respond to customer engineering enquiries and coordinate service visits.
• Schedule and allocate engineers to jobs, considering availability and travel time.
• Manage changes to schedules to minimise disruption and maximise productivity.
• Coordinate domestic and international engineer travel, including hotels, flights, and logistics.
• Source manuals and engineering documentation to support service work.
• Maintain engineering service sheets and ensure documentation is accessible.
• Review weekly expenses and overtime claims for payroll processing.
• Act as the main coordination point between customers, engineers, sales and suppliers.
• Handle customer enquiries, take orders and arrange engineering services.
• Provide customers with updates and manage expectations.
• Create, maintain and update engineering job files and archive documentation.
• Record job information on shared spreadsheets for billing and reporting.

Skills

Engineering coordination

Field service visits

Organisation

Communication

Problem-solving

IT skills (Office/Excel)

Tools

Microsoft Office

Excel

Scheduling systems

Job description

Are you experienced in coordinating engineers, organising service visits and keeping engineering jobs running smoothly?

We're looking for a Service & Engineering Coordinator to join a busy and growing engineering business. This is an excellent opportunity for someone with experience in engineering service coordination, field service administration or technical support who enjoys working at the centre of a busy operation.

You'll be the link between customers, service engineers, suppliers and internal teams, ensuring engineering visits are scheduled efficiently, job requirements are understood and the right information, equipment and documentation are in place.

From coordinating engineer schedules and arranging international travel to resolving customer queries and maintaining service records, this is a varied role for someone who enjoys problem-solving, taking ownership and keeping things moving.

The Role

You'll play a key part in coordinating engineering service activities, supporting field engineers and ensuring customers receive an efficient, professional service.

Service & Engineering Coordination

• Respond to customer engineering enquiries and coordinate service visits to meet customer requirements.
• Schedule and allocate engineers to jobs, making effective use of engineer availability, travel time and resources.
• Manage changes to schedules and rearrange engineering visits where necessary to minimise disruption and maximise productivity.
• Coordinate domestic and international engineer travel, including hotels, flights, ferries and associated logistics.
• Source technical manuals and engineering documentation to support engineers in completing service work.
• Maintain engineering service sheets, ensuring job documentation is completed accurately and readily accessible.
• Review weekly engineer expenses and overtime claims, obtaining the necessary approvals and submitting information for payroll processing.

Customer & Technical Support

• Act as the main point of coordination between customers, engineers, the sales team and suppliers.
• Handle customer enquiries, take orders, clarify spare parts requirements and arrange engineering services.
• Liaise with relevant teams to resolve scheduling issues, clarify job requirements and keep work progressing.
• Provide customers with updates on service arrangements and help ensure expectations are managed throughout the process.

Engineering Administration & Documentation

• Create, maintain and update engineering job files relating to service activities and machine contracts.
• File, scan and archive completed machine contract documentation.
• Record job information accurately on shared spreadsheets and databases to support billing, reporting and machine contract allocation.
• Ensure service records, engineering documentation and associated information are accurate, organised and available when required.

About You

We're keen to hear from candidates who have worked in an engineering, industrial or technical environment and understand the importance of effective service coordination.

You'll ideally have:

• Experience coordinating engineers, field service visits or engineering service activities.
• A background in engineering administration, service coordination, technical support or a similar role.
• Strong organisational skills and the ability to manage changing priorities and competing deadlines.
• Confident communication skills, with the ability to liaise professionally with customers, engineers and suppliers.
• A proactive approach to problem-solving and scheduling.
• Excellent attention to detail when managing job records, service documentation and expenses.
• Good IT skills, including Microsoft Office, Excel and shared databases or scheduling systems.
• Experience arranging engineer travel, supporting international service operations, managing machine service contracts or working with spare parts would be advantageous.

Why Apply?

• A varied role within a specialist engineering environment.
• Real responsibility for coordinating engineers and supporting service operations.
• Regular interaction with customers, technical teams and suppliers.
• Exposure to domestic and international engineering activities.
• A supportive team environment and opportunities for long-term development.
• The chance to play an important part in delivering an effective engineering service.