Used Parts Administrator

Fixed Term Contract 12 months

Job Summary

Provide exceptional customer service to all contacts as well as an effective reception and administration service. Support Used Parts and Used Equipment departments with booking visitors, answering calls, managing post, invoices, and various other paper and PC based work.

Key Responsibilities

• Work in accordance with SMT GB standards of health, safety, quality and environmental care promoting a proactive health and safety culture.
• Enter engineers timesheets into the system, ensuring entries tally with labour summary report.
• Enter holiday, sickness and weekly staff hours into ADP and forward monthly absence and sickness details to Duxford HR Services.
• Open and close workshop cases, ensuring labour and materials details are fully and clearly justified and relevant costs and returned parts are taken into account prior to invoicing. Also process credits as required.
• Raise anomalies regarding costs incurred in jobs to the Used Parts Supervisor or Used Parts Manager.
• Ensure that machine and attachment arrivals are booked in and entered onto the system in a timely manner.
• Ensure that inspection reports and photographs are entered onto the system in a timely manner.
• Create all works orders for Used Parts and Used Equipment departments.
• Notify Sales Administration where transport needs to be arranged.
• Complete dispatch notes prior to delivery of any machine or attachment, and notify relevant Bruntingthorpe staff of machine dispatches.
• Effectively book in visitors including contractors, customers and SMT GB employees.
• Answer all calls politely and professionally, reflecting levels of customer service expected by SMT GB.
• Raise invoices and close invoices within IDMS system, dealing with any queries.
• Maintain records for all PPE.
• Collate information about purchases, obtain prices, complete paperwork, obtain authorisations and send invoices to Duxford as required.
• Send correspondence to internal employees or customers as required (e.g., inspection reports, oil samples).
• Support the team with arranging travel, meetings and rooms, lunches, brochures or stationery requirements.

Essential Skills

• Good telephone etiquette.
• Good level of IT skills in email, Word and Excel.
• High level of organisational skills – able to co‑ordinate meetings and travel effectively.
• Ability to work under pressure whilst using one’s own initiative.
• Ability to communicate at all levels.
• Reliable, honest, trustworthy, good time‑keeper.
• Co‑operative and flexible at all times.
• Administration and business understanding.

Benefits

Competitive rates of pay, Company Bonus Scheme, Employee Discounts, Pension Scheme, Life Insurance, Medical Cash Plan, On‑site Medicals, 30 days holiday, rising to 35 days with service (including bank holidays).

About Company

SMT is a premium distributor and aftersales partner for Volvo Construction Equipment.

Mission

We create value by providing sustainable and integrated solutions for the heavy equipment and transport industries across Europe and Africa.

Vision

We are the industry leader with state‑of‑the‑art products and services that maximize the benefits for all stakeholders.

Our Values

Our way of working as a professional community can be best described as Caring, Daring and Sharing. Caring because we are service‑minded and always go the extra mile for customers and our people. Daring because we innovate, constantly seeking smart improvement. Sharing because we realise we’re doing this together – with clients, skilled specialists, manufacturers and reliable suppliers.