Service and Planning Administrator

Reporting to: Service Office Manager

As a Service & Planning Administrator, you will be responsible for supporting the Service Office Manager in all aspects of service operations, helping the department meet its objectives and key performance indicators (KPIs).

• Job and Paperwork Management
• Follow up on open jobs and outstanding paperwork.
• Customer Interaction
• Assist with incoming phone calls to address customer needs.
• Certifications
• Produce relevant certifications (e.g., Low Voltage and High Voltage).
• Vehicle Management
• Arrange vehicle collections and maintain associated records.
• Invoicing and Contracts
• Process jobs through internal systems.
• Manage Repair and Maintenance contracts.
• Handle warranty claims, ensuring data is fed back for quality control.
• Filing and Records
• Ensure proper filing and maintenance of paperwork.

• Scheduling
• Organise examinations within compliance deadlines.
• Paperwork Administration
• Manage all necessary paperwork and maintain the relevant database.

• Maintain the yearly planner for external service engineers.
• Create job sheets for engineers.
• Coordinate work with road engineers and subcontractors.

• Assist in job closure using the business system.
• Raise purchase orders in the system.
• Support ongoing development and improvements to the system.
• Help develop and implement digital reporting systems for engineers.

• Assist with internal project planning and execution.

• Provide administrative support, including filing and reporting.
• Report on ongoing revenue throughout the month.
• Support the wider service team as needed, including call handling.
• Process paperwork such as timesheets for field engineers.
• Carry out other ad hoc duties as requested.

Working Hours:

• Monday – Thursday: 8:30 AM – 5:00 PM (45-minute lunch break)
• Friday: 8:30 AM – 3:45 PM (45-minute lunch break)

(37.5 hours per week)

Essential Skills and Attributes:

• Competency in Microsoft Office (Word and Excel)
• Strong customer service skills
• Ability to work independently
• Excellent written and verbal communication
• High attention to detail and organisational skills
• Professionalism, honesty, and integrity
• Self-motivated and reliable

Desirable:

• Familiarity with relevant ERP systems