Field Service Administrative

Envipco; Warszawa; On-site; PLN 60,000 - 90,000; Full time

Job summary

Envipco in Warsaw seeks an Administrative Specialist to support the Manager of Service Technicians. You will prepare reports, coordinate communications, and maintain service documentation.

You will schedule field technicians, monitor dispatch, and collaborate with Sales, Logistics, Warehouse, and Finance to optimize service operations. Strong organizational, MS Office, and Polish language skills are essential; English is a plus.

Qualifications

• Prior experience in administrative or coordination roles, preferably in a service/technical environment.
• Strong organizational and multitasking abilities.
• Familiarity with CRM/ERP systems.
• Excellent communication and teamwork skills.
• Proficiency in MS Office, especially Excel.
• Fluent Polish with good English; additional languages a plus.

Responsibilities

• Prepare reports, summaries, and presentations.
• Coordinate communication and information flow between departments.
• Plan and optimize technicians' schedules and assignments.
• Monitor service job execution for timeliness and quality.
• Enter and update data in Dynamics systems and maintain documentation.
• Coordinate delivery of spare parts and equipment to field technicians and support training sessions.
• Analyze operational data to identify improvements and assist process changes.
• Act as first point of contact for administrative inquiries and collaborate with Sales, Logistics, Warehouse, and Finance.

Skills

Organizational skills

Communication skills

Teamwork skills

Polish language

English language

MS Office

Excel

Tools

CRM/ERP systems

Dynamics

Job description

1.Administrative Support to the Manager of Service Technicians

• Prepare reports, summaries, and presentations

• Coordinate communication and information flow between departments

2.Coordination of Field Service Technicians

• Plan and optimize technicians’ schedules and assignments

• Monitor service job execution (timeliness, quality, completion)

• Support dispatching and prioritization of service requests

• Maintain regular communication with field technicians and resolve operational issues

3.Service Systems & Documentation Management

• Enter and update data in Dynamics systems

• Ensure accuracy and completeness of service documentation (service reports, protocols)

• Maintain proper documentation archiving in line with company procedures

• Generate KPI reports related to service performance

4.Customer & Internal Collaboration

• Act as the first point of contact for administrative service-related inquiries

• Coordinate service requests and track their status

• Collaborate with internal departments (Sales, Logistics, Warehouse, Finance)

• Support complaint handling and escalation processes

5.Operational & Logistics Support

• Coordinate delivery of spare parts, tools, and equipment to field technicians

• Monitor inventory levels in cooperation with the warehouse team

• Organize shipments, returns, and equipment logistics

• Assist in organizing technical training sessions for the team

6.Process Improvement & Quality Control

• Analyze operational data and identify improvement opportunities

• Support the implementation of process improvements within service operations

• Ensure compliance with company standards and procedures

• Previous experience in administrative or coordination roles (service/technical environment is a plus)

• Strong organizational and multitasking skills

• Familiarity with CRM/ERP systems

• Excellent communication and teamwork skills

• Proficiency in MS Office (especially Excel)

• Fluent in Polish and Good command of English (additional languages are a plus)