Spare Parts Administrator

Arjo Italia S.p.A.; Gloucester; On-site; GBP 23,000 - 29,000; Full time

Job summary

Arjo in Gloucester is seeking a diligent Spare Parts Administrator to support accurate processing of spare parts quotations, orders, warranty returns and credits. You will maintain precise records, assist order processing, liaise with internal departments and help resolve customer queries in line with company policies.

The role requires strong administration skills, attention to detail, and the ability to manage multiple priorities in a busy service support environment.

Qualifications

• Experience in spare parts or service support is preferred.
• Strong data accuracy and attention to detail.
• Ability to handle multiple priorities in a busy environment.
• Good communication with internal teams and customers.

Responsibilities

• 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.

Skills

Administration

Purchase orders

Credit returns

Data entry

Report generation

Customer service

Office software

Tools

Microsoft Excel

Microsoft Word

Order processing software

Job description

At Arjo, we know what moves us. We go above and beyond for people facing mobility challenges. We take every opportunity to work and grow as one team and take pride in sharing our knowledge and experience. Does that sound like something that moves you too?

This could be your opportunity to begin a challenging and rewarding career in a healthcare company that empowers movement for people with mobility challenges.

Spare Parts Administrator

Location: Gloucester
Department: Service Support
Reporting to: Technical Support Manager
Business Function: Global Sales & Service

Role Overview

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.

Key Responsibilities

• 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.

About You

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.

Skills and Experience

• 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.

Key Contacts

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

What we will offer in return

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

Why diversity matters to us

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.

Arjois proud to beDisability 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 theArmed Forces Covenant, supporting those who serve or have served in the armed forces. As a member of theMental Health Charter, we are committed to promoting mental well-being in the workplace. Additionally, we are honoured to be recognized as aGreat Place to Workfor 2025, reflecting our commitment to creating a positive and rewarding workplace for all.

Please be aware that by applying for this role, you are giving Arjo permission to store your information.

About Arjo

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.