Spare Parts Administrator

Arjo; Gloucester; On-site; GBP 21,000 - 32,000; Full time

Job summary

Arjo seeks an organised Spare Parts Administrator to handle quotations, orders, warranty returns and credits with precision and customer focus.

You will maintain records, support processing, liaise with Accounts and Technical Compliance, and resolve customer queries in line with company policies. The role requires strong admin skills and teamwork in a busy service environment.

Qualifications

• Strong administration skills within spares, service support, stock control or logistics.
• Experience with purchase order processing and order entry.
• Understanding of credit returns, stock control and logistics processes.
• Proficient in Microsoft Office and data handling.
• Excellent telephone manner and communication with customers and colleagues.
• High accuracy, organisation and attention to detail.

Responsibilities

• Process spare parts orders accurately and promptly per procedures.
• Prepare and process spare parts quotations, including non-fit parts quotations.
• Process and dispatch paperwork for credit returns and follow up outstanding items.
• Liaise with Accounts regarding orders on credit hold.
• Keep customers informed of order issues and updates.
• Maintain data for quotations, orders and dispatches.
• Ensure records for spare parts are accurate and backed up.
• Produce regular and ad-hoc reports within deadlines.
• Process warranty claims and transfer information to Technical Compliance.
• Provide admin support to improve Technical Support Engineers' effectiveness.
• Support Field Corrective Actions administration.
• Respond professionally to spare parts queries and issues.
• Collaborate with internal teams and external customers to maintain relationships.

Skills

Administration

Purchase order processing

Order entry

Credit returns understanding

Stock control

Logistics

Microsoft Office

Telephone manner

Interpersonal communication

Attention to detail

Tools

Microsoft Office

Job description

We are looking for an organised and customer-focused Spare Parts Administrator to support the accurate and timely processing of spare parts quotations, orders, warranty returns and credits. This role plays an important part in ensuring customers and internal teams receive an efficient, professional service. You will be responsible for maintaining accurate records, supporting order processing, liaising with internal departments and helping to resolve customer queries in line with company policies and procedures.,

• Process spare parts orders accurately and promptly, ensuring all administration is completed in line with internal procedures.
• Prepare and process spare parts quotations, including accepted non-fit parts quotations.
• Process and dispatch paperwork relating to credit returns and follow up on outstanding credit returns as required.
• Liaise with the Accounts department regarding orders placed on credit hold.
• Keep customers informed of any order issues, updates or amendments to instructions.
• Input and maintain accurate data relating to spare parts quotations, orders and dispatches.
• Maintain accurate and up-to-date records relating to spare parts, ensuring electronic data is backed up in line with company procedures.
• Produce and distribute regular and ad-hoc technical reports accurately and within agreed deadlines.
• Process warranty claims and transfer relevant information to Technical Compliance for submission through the Complaints Handling System.
• Provide administrative support to improve the effectiveness and efficiency of Technical Support Engineers.
• Support the administration of Field Corrective Actions.
• Respond professionally to spare parts queries, issues, complaints and problems to help maintain strong customer relationships.
• Strong administration skills, ideally within a spares, service support, stock control or logistics environment.
• Experience of purchase order processing and order entry.
• Understanding of credit return processes, stock control and logistics.
• Ability to produce accurate reports and analysis to support KPI measurement.
• Good working knowledge of Microsoft Office packages.
• Excellent telephone manner and interpersonal communication skills.
• High level of accuracy, organisation and attention to detail.
• Ability to work well under pressure and remain calm in challenging situations.
• Customer-focused approach, with the ability to respond promptly and keep stakeholders informed.
• Professional, collaborative and adaptable approach.
• Commitment to following company policies, procedures and maintaining high standards of quality.

You will work closely with internal teams including Technical Support, Accounts and Technical Compliance, as well as external customers and stakeholders.

The successful candidate will be a confident and organised administrator with strong attention to detail and excellent communication skills. You will be customer-focused, professional and able to manage multiple priorities in a busy service support environment.

You will be comfortable liaising with internal teams and external customers, ensuring information is accurate, timely and clearly communicated.

At Arjo, we believe in the power of diversity. We strongly encourage applicants from all parts of society, which means building a more diverse, equitable, inclusive and engaging environment - not only in the workplace, but also within the communities that we serve, work in and live in. We achieve this through a culture and mind-set that values the uniqueness of all our people.

Arjo is proud to be Disability Confident Committed, demonstrating our dedication to inclusive employment practices. If you require any reasonable adjustments for the interview please do request via the application process. We have pledged to the Armed Forces Covenant, supporting those who serve or have served in the armed forces. As a member of the Mental Health Charter, we are committed to promoting mental well-being in the workplace. Additionally, we are honoured to be recognised as a Great Place to Work for 2025, reflecting our commitment to creating a positive and rewarding workplace for all.

At Arjo, we believe that empowering movement within healthcare environments is essential to quality care. Our products and solutions are designed to promote a safe and dignified experience through patient handling, medical beds, personal hygiene, disinfection, diagnostics, and the prevention of pressure injuries and venous thromboembolism. With over 6500 people worldwide and 65 years caring for patients and healthcare professionals, we are committed to driving healthier outcomes for people facing mobility challenges.

You will support our vision to be the most trusted partner in driving healthier outcomes for people facing mobility challenges. In return, we recognise and value our global employees. You will have our full support, training and opportunities for professional development, along with competitive package.