Spares Administrator

Modine Manufacturing Company; Leeds; On-site; GBP 23,000 - 29,000; Part time

Job summary

Modine Manufacturing Company is seeking a Temporary Spares Administrator to join the Aftermarket Spares Team. The role, reporting to the Aftermarket Spares Manager, is anticipated to last 9–12 months and focuses on processing spare parts orders, quotations, and customer support.

You will handle UK and international customers, coordinate with Purchasing, raise pro-forma invoices, and maintain accurate records while providing excellent service to minimise downtime for critical facilities.

Qualifications

• Attention to detail and accuracy.
• Strong customer service skills with a professional telephone manner.
• Experience in a sales support, customer service, or telephone-based environment.
• Clear communication and ability to build effective relationships.
• Ability to manage multiple tasks and priorities in a busy environment.
• Disciplined and organised workload management.
• Ability to work independently and use initiative.
• SAP experience desirable but not essential.

Responsibilities

• Process spare parts orders accurately on SAP and issue confirmations.
• Prepare standard customer quotations including discounts and currency considerations.
• Handle UK and international enquiries and provide quotations across product ranges.
• Generate spare parts lists and prepare detailed quotations using discount structures.
• Identify new sales opportunities and maintain relationships with customers.
• Collaborate with internal and external sales teams to support equipment sales opportunities.
• Follow up quotations and gather market feedback to improve conversions.
• Coordinate with Purchasing to maintain stock levels and maximise opportunities.
• Raise pro-forma invoices and review credit notes as required.
• Maintain accurate customer records and perform general admin duties.

Skills

Attention to detail

Customer service

Sales support

Strong communicator

Multitasking

Organisation

Independent worker

IT skills

Teamwork

HVAC familiarity

Tools

SAP

Job description

At Modine, we are Engineering a Cleaner, Healthier World™. Building on more than 100 years of excellence in thermal management, we provide trusted systems and solutions that improve air quality and conserve natural resources. Our Airedale by Modine brand is a world leader in the design and manufacture of innovative thermal management solutions for data centers, clean rooms, hospitals, universities, and other mission-critical environments.

Never heard of Airedale by Modine? In short, we cool the internet. Ever used an app to book a taxi? Ever had a video meeting? Ever bought something online? Chances are, the digital 1s and 0s you’ve created and sent are being kept cool by Airedale by Modine. We’re one of the key cogs in the global machine that keeps your digital world running smoothly.

Trusted as The Critical Cooling Specialists, Airedale by Modine has decades of experience providing efficient, flexible end-to-end cooling solutions that work smarter, not harder, to deliver more cooling for less power. With manufacturing facilities in Canada, Spain, the UK, and the U.S., we’re scaling up across the world to support an ever-growing demand for our solutions. That’s where you come in….

Position Description

An exciting opportunity has become available for a Temporary Spares Administrator to join our Aftermarket Spares Team, reporting directly to the Aftermarket Spares Manager. This role is anticipated to be for 9 - 12 months. The Spares Department plays a vital role in delivering spare parts solutions to customers worldwide across a diverse range of industries. Many of our global customers operate business-critical facilities where minimising downtime is essential. As a result, exceptional customer service, responsiveness, and accuracy are fundamental to our success.

This role requires a highly organised and detail-oriented individual who can process spare parts orders accurately and efficiently while meeting demanding daily deadlines in a fast-paced, customer-focused environment.

Key Responsibilities

As a Spares Administrator, you will be responsible for:

• Processing spare parts orders accurately on SAP, issuing order confirmations, and supporting customers throughout the full order process, to ensure a seamless customer experience.
• Preparing standard customer quotations, including discounts, currency conversions, UK and export freight costs, and applying specialised pricing structures.
• Supporting the team with a high volume of enquiries from UK and International customers, spare parts identification and providing verbal and written quotations across a wide range of product ranges, including legacy equipment.
• Generating recommended spare parts lists through SAP and preparing detailed quotations using staged discount structures.
• Supporting the identification of new sales opportunities while strengthening relationships with existing customers.
• Working closely with internal and external sales teams to help deliver customer-focused solutions and support future equipment sales opportunities.
• Support proactive follow-up quotations and gathering market feedback to improve conversion opportunities.
• Liaising directly with the Purchasing Department to help maintain appropriate stock levels, ensuring customer demand is met and sales opportunities are maximised.
• Raising pro-forma invoices, processing credit card payments, and reviewing credit notes as required.
• Maintaining accurate customer records and completing general administrative duties to support the department.

Required Education & Qualifications

The successful candidate will demonstrate:

• Excellent attention to detail and a high level of accuracy.
• Strong customer service skills with a professional and confident telephone manner.
• Previous experience in a sales support, customer service, or telephone-based environment.
• Strong communication skills and the ability to build effective working relationships - a great communicator.
• The ability to manage multiple tasks and priorities in a busy, time-sensitive environment.
• A disciplined and organised approach to workload management.
• The ability to work independently and use initiative when prioritising tasks.
• Good IT and PC skills, with SAP experience desirable but not essential.
• A positive, confident enthusiastic approach to teamwork.
• Previous experience within the air conditioning, HVAC, engineering, or manufacturing sectors would be advantageous, although full training will be provided.
• Working Hours are Monday to Thursday: 08:30 - 17:00, Friday: 08:30 - 16:00