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
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Coordinate engineer schedules, service visits and planned maintenance activities.
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Process customer service requests and maintain accurate service records.
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Prepare service quotations, work orders and purchase orders.
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Monitor planned maintenance contracts and ensure visits are completed on schedule.
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Maintain customer records, equipment histories and service documentation.
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Provide administrative support to field service engineers, including documentation and expense processing.
Spares Administration
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Process customer enquiries and orders for spare parts.
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Prepare quotations for spare parts and related products.
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Source parts from suppliers and monitor delivery schedules.
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Monitor stock levels and coordinate replenishment where required.
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Update customers on parts availability and lead times.
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Maintain accurate inventory and stock records using the company's ERP system.
Customer Service
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Act as a first point of contact for service and spare parts enquiries.
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Provide customers with updates on service schedules, orders and deliveries.
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Resolve routine customer queries, escalating more complex issues when necessary.
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Build strong customer relationships through professional and responsive communication.
Administration
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Maintain accurate information within ERP, CRM and service management systems.
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Produce reports on service activity, spare parts sales and inventory.
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Support warranty claims and returns administration.
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Ensure all documentation is completed accurately and in line with internal procedures.
Skills & Experience
Essential
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Previous administration experience within an engineering, manufacturing, technical or service environment.
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Excellent organisational skills with the ability to manage multiple priorities.
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Strong customer service and communication skills.
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Good working knowledge of Microsoft Office, including Excel, Outlook and Word.
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Experience using ERP, CRM or service management software.
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High levels of accuracy and attention to detail.
Desirable
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Experience coordinating service engineers or managing spare parts.
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Knowledge of engineering products, machinery or industrial equipment.
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Understanding of purchasing, stock control or supply chain processes.
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Experience producing reports and maintaining inventory records
