Spare Parts Coordinator

Workforce Staffing; Coventry; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading manufacturer in the retail sector is looking for a detail-oriented Service Administrator to join their Coventry office. This role involves reviewing spare parts requests, liaising with the warehouse, and supporting operational issues within a fast-paced environment. Ideal candidates will have strong Microsoft Office skills, excellent communication abilities, and a proactive attitude. Competitive contract type: Temporary to Permanent.

Qualifications

• Confident using Microsoft Office applications, particularly Outlook and Excel.
• Strong written and verbal communication skills.
• A proactive team player who can also work independently.

Responsibilities

• Review incoming emails and fulfill spare parts requirements.
• Liaise with warehouse for component selection and shipment.
• Monitor stock levels to identify shortages.

Skills

Microsoft Office applications

Written and verbal communication

Problem-solving skills

Attention to detail

Team player

Job description

Job Title : Service Administrator

Location : Coventry CV7

Hours : 08 : 30 - 17 : 30, Monday to Friday

Contract Type : Temporary to Permanent

Reports to : Service Manager

We are recruiting on behalf of a leading manufacturer for the retail sector. The UK operation is responsible for the supply, installation, and ongoing maintenance of this equipment nationwide.

The company's Service Department provides both proactive and reactive maintenance for systems installed by their in‑house projects team. They work with a trusted network of contractors across the UK and Ireland, supported by dedicated administrative staff and technical supervisors based in both regions.

They are now seeking a Service Administrator (Spare Parts) to join their Coventry office. This is a key position within the service team, ideal for someone who is detail‑oriented, organised, and able to perform effectively under pressure in a fast‑paced environment.

Key Responsibilities

• Review incoming emails and information from contractors, accurately fulfilling their spare parts requirements.
• Liaise with the warehouse team to ensure correct component selection and timely shipment in line with agreed or contractual deadlines.
• Arrange emergency transport for urgent parts as needed.
• Monitor and record stock levels to identify shortages and support effective service delivery.
• Develop an understanding of our service operations to help minimise equipment downtime.
• Work with suppliers to source parts outside the standard Hauser contract scope.
• Communicate and coordinate with our call centre team based in Austria.
• Use internal software applications to accurately record and track all goods dispatches.
• Maintain clear communication with customers and contractors to deliver the highest standard of service.

Team Responsibilities

As part of a small, supportive team, you will also :

• Assist colleagues during busy periods with general administrative tasks not directly related to parts.
• Support off‑site service supervisors with day‑to‑day operational issues.
• Update and maintain Excel spreadsheets for KPIs and customer reporting.
• Raise, check, and follow up on purchase orders as required.

Key Skills and Attributes

• Confident using Microsoft Office applications, particularly Outlook and Excel.
• Strong written and verbal communication skills.
• A proactive team player who can also work independently and stay self‑motivated.
• High level of accuracy, attention to detail, and cost awareness.
• Logical thinker with good problem‑solving skills and the confidence to seek support when needed.
• Curious, willing to learn, and eager to develop within the role.