Service Admin

DKSH; Taguig; On-site; PHP 279,000 - 502,000; Full time

Job summary

DKSH Philippines in Taguig is seeking a Service Administration Coordinator to manage day-to-day post-sales service administration, coordinating service activities and maintaining data integrity across systems such as ServiceMax, Salesforce, SAP and CPQ. You will liaise with cross-functional teams, engineers and vendors to ensure smooth service delivery and timely invoicing.

The role requires strong English, proficient MS Office, and hands-on experience with SAP, ServiceMax and spare parts

Qualifications

• Bachelor’s degree in Business Administration.
• 2+ years in after-sales service coordination or similar.
• Hands-on SAP, ServiceMax and spare parts processes.

Responsibilities

• Create service work orders for installation, repair, maintenance, and contracts.
• Coordinate engineers and progress service activities; update stakeholders.
• Coordinate with logistics for pickup and return of equipment and parts.
• Prepare site documents and maintain accurate customer communications.
• Maintain data across ServiceMax, Salesforce, SAP and CPQ.
• Support service agreements renewals and preventive maintenance schedules.
• Ensure service processes meet policies, quality standards and regulations.
• Raise tool purchase requests and coordinate calibration and certificates.
• Coordinate spare parts ordering and track supplier ETAs.
• Track stock levels and prepare monthly inventory reports.
• Check warranties and entitlements to prevent excess inventory.

Skills

English proficiency

Coordination

Communication

MS Office

Multitasking

Education

Bachelor’s degree in Business Administration

Tools

SAP

ServiceMax

Salesforce

CPQ

PIM

Job description

Job Description

Job summary

Responsible for day-to-day operations of post sales service administration by coordinating service activities, managing administrative and commercial processes, and maintaining data integrity across systems. Acts as a liaison between cross-functional teams, field service teams, and vendors to ensure organized, smooth, and efficient service support that drives customer satisfaction, compliance, and timely invoicing.

General responsibilities

• Create service work orders like installation, repairing, preventive maintenance, service contract and others
• Coordinate with Team Leader/Service Managers to assign engineers and progress service activities; update stakeholders on service milestones and delays.
• Coordinate with delivery/logistics teams when equipment or parts need to be picked up and returned to customers.
• Prepare service documentation for engineer site visits (work handover documents, site entry requests, customer forms) and maintain accurate records of customer communications.
• Maintain data integrity and master data across ServiceMax, Salesforce, SAP and PIM (where applicable), including creation of new customers, equipment/product codes and part codes.
• Support service agreement administration including renewals processing and creation/maintenance of preventive maintenance schedules where required.
• Ensure service processes comply with company policies, quality standards and regulatory requirements;
• Raise tool purchase requests and coordinate tool calibration/certification as scheduled; maintain certificates and supporting records in agreed repositories.
• Coordinate spare parts ordering and delivery in partnership with purchasing and logistics; track parts ETAs and follow up with suppliers as needed.
• Track parts usage and returns, update inventory levels in relevant CRM/systems, and prepare periodic stock reporting (including monthly reports where required).
• Check warranty/contract entitlements and ensure service parts ordering with clients/suppliers is managed back-to-back to prevent unnecessary inventory build-up.

Commercial Admin Responsibilities

• Create quotations in CPQ and/or SAP and send quotations to customers.
• Follow up on customer approval until receiving confirmation via email or supporting documents (signed quotation, purchase order).
• Confirm customer purchase order acceptance; validate customer details, product details, pricing, and key dates (including delivery date/contract end date where applicable).
• Create/check order details before raising SAP sales orders and prepare invoices; validate completed billable service tasks and ensure timely and correct invoicing to customers.
• Follow up on purchase orders when repair work is completed and coordinate resolution ofmissing/incorrect commercial details.
• Prepare documents for approval and governance (e.g., bank guarantee documentation anddocuments for signing purchase orders, where required).
• Provide exceptional customer service and respond promptly to customer, engineer and managerinquiries.
• Build and maintain relationships with customers, suppliers and internal stakeholders; interact withvendors to obtain special pricing and special-order items.
• Support the sales team with administrative tasks where required (data entry, reporting) andcontribute to continuous improvement of processes and procedures to improve efficiency andeffectiveness.

Functional skills and knowledge

• Strong command of English (written and verbal).
• Excellent knowledge of MS Office (Excel, Word, Outlook).
• Working knowledge of SAP (sales orders, invoicing), Salesforce, ServiceMax and CPQ; exposure toPIM/master data maintenance is strongly preferred.
• Good understanding of service processes, ISO frameworks and documentation discipline.

Soft skills

• Strong coordination skills and ability to manage multiple priorities and frequent context switching.
• High attention to detail, strong follow-through and structured problem-solving.
• Good communication and teamwork; customer-focused mindset.
• Fast learner with passion for service excellence.

Education

• Bachelor’s degree in Business Administration or related.

Work experience

• At least 2 years’ relevant work experience in after sales service support/service coordination orsimilar.
• Hands-on experience in SAP, ServiceMax and spare parts processes.
• Experience working cross functionally and supporting stakeholders across countries/time zones isan advantage.

Requirements