Spares & Service Administrator

Mansell Recruitment Group; St. Neots; On-site; GBP 24,000 - 32,000; Full time

Job summary

Mansell Recruitment Group is seeking a Spares & Service Administrator for a well-established engineering and manufacturing business to support the Service Department, coordinating engineer visits, processing spare parts orders and maintaining service records.

You will liaise with customers and suppliers, provide admin support to field engineers, and produce reports while ensuring accurate documentation within ERP/CRM systems.

Qualifications

• Previous administration experience within engineering, manufacturing or service environments.
• Excellent organisational skills with the ability to manage multiple priorities.
• Strong customer service and communication skills.
• Experience using ERP/CRM or service management software.

Responsibilities

• Coordinate engineer schedules, service visits and planned maintenance activities.
• Process customer service requests and maintain accurate service records.
• Prepare quotations, work orders and purchase orders.
• Monitor planned maintenance contracts and ensure visits are completed on schedule.
• Maintain customer records, equipment histories and service documentation.
• Provide administrative support to field service engineers, including documentation and expense processing.
• Process customer enquiries and orders for spare parts.
• Monitor stock levels and coordinate replenishment where required.
• Update customers on parts availability and lead times.
• Maintain accurate inventory and stock records using the ERP/CRM system.
• Produce reports on service activity, spare parts sales and inventory.
• Support warranty claims and returns administration.
• Ensure all documentation is completed accurately and in line with internal procedures.

Skills

Organisational skills

Customer service

Communication skills

Attention to detail

Tools

ERP system

CRM system

Office suite (Excel/Outlook/Word)

Job description

A well‑established engineering and manufacturing business is looking to recruit a Spares & Service Administrator to join its busy Service Department. This is a varied role supporting the day‑to‑day operation of the service function, coordinating engineer visits, processing spare parts orders, liaising with customers and suppliers, and ensuring accurate administration of service activities. The successful candidate will play a key role in delivering excellent customer service while maintaining efficient internal processes.

Key Responsibilities

Service Administration

• Coordinate engineer schedules, service visits and planned maintenance activities.
• Process customer service requests and maintain accurate service records.
• Prepare service quotations, work orders and purchase orders.
• Monitor planned maintenance contracts and ensure visits are completed on schedule.
• Maintain customer records, equipment histories and service documentation.
• Provide administrative support to field service engineers, including documentation and expense processing.

Spares Administration

• Process customer enquiries and orders for spare parts.
• Prepare quotations for spare parts and related products.
• Source parts from suppliers and monitor delivery schedules.
• Monitor stock levels and coordinate replenishment where required.
• Update customers on parts availability and lead times.
• Maintain accurate inventory and stock records using the company's ERP system.

Customer Service

• Act as a first point of contact for service and spare parts enquiries.
• Provide customers with updates on service schedules, orders and deliveries.
• Resolve routine customer queries, escalating more complex issues when necessary.
• Build strong customer relationships through professional and responsive communication.

Administration

• Maintain accurate information within ERP, CRM and service management systems.
• Produce reports on service activity, spare parts sales and inventory.
• Support warranty claims and returns administration.
• Ensure all documentation is completed accurately and in line with internal procedures.

Skills & Experience

Essential

• Previous administration experience within an engineering, manufacturing, technical or service environment.
• Excellent organisational skills with the ability to manage multiple priorities.
• Strong customer service and communication skills.
• Good working knowledge of Microsoft Office, including Excel, Outlook and Word.
• Experience using ERP, CRM or service management software.
• High levels of accuracy and attention to detail.

Desirable

• Experience coordinating service engineers or managing spare parts.
• Knowledge of engineering products, machinery or industrial equipment.
• Understanding of purchasing, stock control or supply chain processes.
• Experience producing reports and maintaining inventory records.