Service Operations Coordinator

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 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.