Service Administrator in Stafford

Alma Personnel are pleased to announce we are looking for an organised, proactive and reliable Service Administrator to join our clients' team on a full time, permanent basis to provide essential administrative support to the service department.

The successful candidate will play a key role in ensuring the smooth and efficient running of daily service operations, supporting field engineers, coordinating service schedules and maintaining accurate records.

Job Duties of a Service Administrator:-

• Organise engineer schedules and allocate planned maintenance work to ensure customer requirements are met and resources are used effectively.
• Create and maintain customer service agreements, ensuring records are accurate and contract information is kept up to date.
• Arrange statutory and other required thorough examinations, track completion dates, maintain associated records and coordinate follow-up actions where issues are identified.
• Prepare customer invoices using completed service documentation, checking information carefully before processing.
• Review timesheets and job reports, resolve discrepancies and ensure all relevant paperwork is completed and filed correctly.
• Monitor work that cannot be charged to customers, check that the necessary approvals are in place and refer items requiring further review to management.
• Support the service team by taking breakdown requests, recording new jobs on the system and ensuring urgent work is appropriately prioritised.
• Respond to telephone calls and enquiries professionally, pass information to the relevant colleagues and help keep customers informed about service arrangements.
• Maintain organised electronic and paper records, update staff holiday information, monitor outstanding paperwork and assist with general departmental administration.
• Provide reception and telephone cover when required, welcome visitors, distribute incoming correspondence and prepare outgoing post.
• Keep track of scheduled and outstanding work, chase missing job sheets or reports, and highlight delays or issues to the relevant team members.
• Work closely with service engineers, the Service Controller, management and other departments to ensure information is shared effectively and work is completed on time.

The successful candidate will ideally have:-

• Experience in an administration, coordination or customer service role.
• Strong organisational skills and the ability to manage several tasks at once.
• Excellent attention to detail and a methodical approach to record keeping.
• Clear and professional communication skills.
• Good computer skills and confidence using Microsoft Office and administrative systems.
• The ability to work independently while contributing positively to a team.
• A practical, flexible approach to resolving queries and meeting deadlines.

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