Service and Planning Administrator

Reporting to: Service Office Manager As a Service & Planning Administrator, you will be responsible for supporting the Service Office Manager in all aspects of service operations, helping the department meet its objectives and key performance indicators (KPIs). Key Responsibilities Job and Paperwork Management Follow up on open jobs and outstanding paperwork. Customer Interaction Assist with incoming phone calls to address customer needs. Certifications Produce relevant certifications (e.g., Low Voltage and High Voltage). Vehicle Management Arrange vehicle collections and maintain associated records. Invoicing and Contracts Process jobs through internal systems. Manage Repair and Maintenance contracts. Handle warranty claims, ensuring data is fed back for quality control. Filing and Records Ensure proper filing and maintenance of paperwork.LOLER Responsibilities Scheduling Organise examinations within compliance deadlines. Paperwork Administration Manage all necessary paperwork and maintain the relevant database.External Service Engineers Support Maintain the yearly planner for external service engineers. Create job sheets for engineers. Coordinate work with road engineers and subcontractors.Epicor and Machine Record Management Assist in job closure using the business system. Raise purchase orders in the system. Support ongoing development and improvements to the system. Help develop and implement digital reporting systems for engineers.Project Support Assist with internal project planning and execution.General Administration Provide administrative support, including filing and reporting. Report on ongoing revenue throughout the month. Support the wider service team as needed, including call handling. Process paperwork such as timesheets for field engineers. Carry out other ad hoc duties as requested.Working Hours: Monday – Thursday: 8:30 AM – 5:00 PM (45-minute lunch break) Friday: 8:30 AM – 3:45 PM (45-minute lunch break) (37.5 hours per week)Essential Skills and Attributes: Competency in Microsoft Office (Word and Excel) Strong customer service skills Ability to work independently Excellent written and verbal communication High attention to detail and organisational skills Professionalism, honesty, and integrity Self-motivated and reliableDesirable: Familiarity with relevant ERP systems