Service Admin

Job summary

Responsible for day-to-day operations of post sales service administration by coordinating service activities, managing administrative and commercial processes, and maintaining data integrity across systems. Acts as a liaison between cross-functional teams, field service teams, and vendors to ensure organized, smooth, and efficient service support that drives customer satisfaction, compliance, and timely invoicing.

General responsibilities Create service work orders like installation, repairing, preventive maintenance, service contract and others Coordinate with Team Leader/Service Managers to assign engineers and progress service activities; update stakeholders on service milestones and delays. Coordinate with delivery/logistics teams when equipment or parts need to be picked up and returned to customers.

Prepare service documentation for engineer site visits (work handover documents, site entry requests, customer forms) and maintain accurate records of customer communications. Maintain data integrity and master data across Service. Max, Salesforce, SAP and PIM (where applicable), including creation of new customers, equipment/product codes and part codes.

Support service agreement administration including renewals processing and creation/maintenance of preventive maintenance schedules where required. Ensure service processes comply with company policies, quality standards and regulatory requirements; Raise tool purchase requests and coordinate tool calibration/certification as scheduled; maintain certificates and supporting records in agreed repositories.

Coordinate spare parts ordering and delivery in partnership with purchasing and logistics; track parts ETAs and follow up with suppliers as needed. Track parts usage and returns, update inventory levels in relevant CRM/systems, and prepare periodic stock reporting (including monthly reports where required). Check warranty/contract entitlements and ensure service parts ordering with clients/suppliers is managed back-to-back to prevent unnecessary inventory build-up.

Commercial Admin Responsibilities Create quotations in CPQ and/or SAP and send quotations to customers. Follow up on customer approval until receiving confirmation via email or supporting documents (signed quotation, purchase order). Confirm customer purchase order acceptance; validate customer details, product details, pricing, and key dates (including delivery date/contract end date where applicable).

Create/check order details before raising SAP sales orders and prepare invoices; validate completed billable service tasks and ensure timely and correct invoicing to customers. Follow up on purchase orders when repair work is completed and coordinate resolution of missing/incorrect commercial details. Prepare documents for approval and governance (e.

g., bank guarantee documentation and documents for signing purchase orders, where required). Provide exceptional customer service and respond promptly to customer, engineer and manager inquiries. Build and maintain relationships with customers, suppliers and internal stakeholders; interact with vendors to obtain special pricing and special-order items.

Support the sales team with administrative tasks where required (data entry, reporting) and contribute to continuous improvement of processes and procedures to improve efficiency and effectiveness. Functional skills and knowledge Strong command of English (written and verbal). Excellent knowledge of MS Office (Excel, Word, Outlook).

Working knowledge of SAP (sales orders, invoicing), Salesforce, Service. Max and CPQ; exposure to PIM/master data maintenance is strongly preferred. Good understanding of service processes, ISO frameworks and documentation discipline. Soft skills Strong coordination skills and ability to manage multiple priorities and frequent context switching.

High attention to detail, strong follow-through and structured problem-solving. Good communication and teamwork; customer-focused mindset. Fast learner with passion for service excellence.

Education

Bachelor’s degree in Business Administration or related. Work experience At least 2 years’ relevant work experience in after sales service support/service coordination or similar. Hands-on experience in SAP, Service. Max and spare parts processes. Experience working cross functionally and supporting stakeholders across countries/time zones is an advantage.