Aftersales Administrator

We are working with an innovative, extremely well-known, European leading organisation on the lookout for an Aftersales Administrator to join their team at their head offices in Warwick until the end of the year.

As an Aftersales Administrator, you will play a key role in ensuring a smooth, accurate and customer-focused service process. This role supports the internal and external Aftersales teams by maintaining accurate records, managing parts orders, raising invoices and providing timely updates to customers and colleagues. You will be responsible for the integrity of service data, maintaining strong communication standards, and contributing to an efficient, well-organised Aftersales operation. This role is essential in helping the team deliver consistent, high-quality customer experiences and ensuring that all administrative elements of the service workflow run effectively.

• Accurately update completed engineer job sheets on the system, ensuring all work, parts, labour and notes are captured correctly and are processed in a timely manner.
• Validate and update product registrations in CRM; contacting customers for missing details where required.
• Maintain accurate records and ensure data consistency across all service platforms.
• Raise van-stock orders for internal engineers and third-party contractors, consolidating multiple job sheets and interpreting parts.
• Track order progress and liaise with engineers to ensure stock availability, reporting any anomalies.
• Raise customer invoices accurately and send them in a timely manner.
• Support with invoice queries and ensure all chargeable work is captured and processed.
• Contact customers and engineers via phone and email, to assist with booking, rescheduling or cancelling engineer visits, and general enquiries.
• Coordinate the sending of Video Books to end-customers, ensuring accurate records and delivery tracking.
• Support leadership with reporting requirements.
• Update CRM records to ensure they are accurate and up to date.
• Support the Aftersales team with any additional administrative duties required.
• Work collaboratively with engineers, contractors and office-based colleagues to ensure smooth workflow.
• Identify recurring issues or process gaps and suggest improvements to enhance customer experience and operational efficiency.
• Support knowledge-sharing and maintain documentation where needed.

• Customer Service experience working in a similar environment.
• Excellent IT knowledge (Office 365, Excel, Work, Outlook, databases, CRM).
• Proficient in Excel and confident working with spreadsheets.
• Confident working with numbers (invoicing, part codes, pricing etc).
• Experience with SAP.
• Experience with records management or operational reporting.
• Familiarity with parts ordering or stock management.
• Good standard of general education i.e. GCSE, O Level.
• Excellent communication skills - professional, empathetic, clear and simple.
• Takes accountability and ownership of tasks.
• Committed to delivering exceptional customer service.
• Problem solver and solutions focused.