Service Administrator

Role: Service Administrator

Location: Bedfordshire

Hours: Monday to Friday (full-time, office-based)

Salary: £28,000 - £30,000

An excellent opportunity has arisen for a highly organised Service Administrator to join a growing engineering business. This role is responsible for supporting the efficient operation of the Service Department through the coordination of service activities, spare parts administration, inventory control, customer communication, and the maintenance of accurate service records.

Working closely with customers, service engineers, suppliers, and internal departments, you will play a key role in ensuring the smooth delivery of service operations and exceptional customer support.

Duties of a Service Administrator:

• Coordinate and schedule service visits, maintenance activities, and engineer call-outs

• Process service requests and maintain accurate service records

• Raise service quotations, work orders, purchase orders, and liaise with the Finance team regarding invoicing requirements

• Monitor service contracts and ensure planned maintenance visits are completed on schedule

• Maintain service reports, customer records, and equipment history files

• Provide administrative support to service engineers, including documentation, service information, and expense processing

• Process customer enquiries and orders for spare parts

• Prepare quotations for spare parts and service-related products

• Source spare parts from suppliers and coordinate delivery schedules where required

• Monitor stock levels and arrange replenishment to maintain optimum inventory levels

• Track parts availability and communicate lead times to customers and internal teams

• Maintain accurate stock records and inventory transactions within company systems

• Act as the first point of contact for service enquiries and assist with spare parts enquiries

• Provide customers with updates on service schedules, order progress, and parts availability

• Resolve routine customer queries and escalate more complex issues where appropriate

• Build and maintain strong customer relationships to deliver an excellent level of service

• Maintain accurate records within ERP, CRM, and service management systems

• Produce reports on service activities, spare parts sales, and stock levels

• Assist with warranty claims and returns administration

• Ensure all documentation is completed accurately and in line with company procedures

• Support the wider team with any additional duties as required

What we would like from you:

• Previous experience in an administrative role within a service, engineering, manufacturing, or technical environment

• Experience using ERP, CRM, or service management systems

• Strong organisational skills with the ability to manage multiple priorities

• Excellent communication and customer service skills

• High level of accuracy and attention to detail

• Proficient in Microsoft Office, particularly Excel, Outlook, and Word

Desirable:

• Experience within spare parts administration, inventory control, or service coordination

• Knowledge of engineering, industrial equipment, or technical products

• Understanding of purchasing and supply chain processes

• Familiarity with stock control systems and reporting tools

Personal Attributes:

• Proactive and self-motivated

• Strong problem-solving skills

• Able to work under pressure and adapt to changing priorities

• Professional and customer-focused approach

• Reliable, organised, and detail-oriented

• Able to work independently and as part of a team

BEDFORDPERM

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