Service Administrator in Leeds

An excellent opportunity has arisen for a highly organised Service Administrator to join a growing engineering business.

Key Responsibilities

• 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 elevate 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.

Qualifications

• 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.
• Proficiency 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.
• Proactive and self‑motivated attitude.
• Strong problem‑solving skills.
• Ability to work under pressure and adapt to changing priorities.
• Professional and customer‑focused approach.
• Reliable, organised, and detail‑oriented.
• Ability to work independently and as part of a team.
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