Part Time Administrator

• Part time, afternoons only
• £28,000 – £30,000 pro rata
• Excellent benefits

Role Overview:

The Operations Administrator plays a key role in supporting the day-to-day administration of the Service Department. The position focuses on coordinating documentation, organising engineer travel, responding to customer enquiries, and maintaining accurate service and billing records to ensure efficient departmental operations.

Job Description:

Administrative & Operational Support

• Prepare, organise, and maintain service documentation, including reports and invoice records.
• Manage incoming communications via email and telephone, ensuring messages are relayed promptly.
• Raise internal purchase requisitions for consumables and office supplies.
• Compile documentation packs for engineers travelling to European customer sites.
• Provide customers with required security and access information for site visits.

Customer & Client Liaison

• Handle incoming customer calls and record detailed messages where required.
• Assist with invoice-related queries and general service enquiries.
• Administer and coordinate machine-related insurance claims.

Record Keeping & Data Control

• Collect service reports from engineers and follow up on outstanding documentation.
• Accurately input engineer working hours, travel time, and job classifications (e.g., chargeable work, warranty, training) into internal tracking systems.
• File digital copies of reports and invoice documentation within designated job folders.
• Supply the spares department with accurate billing details to enable timely invoicing.

Coordination & Logistics

• Liaise directly with field engineers regarding travel requirements.
• Arrange transport and accommodation including flights, ferries, rail travel, hotels, and parking via the company’s travel provider.
• Issue full travel itineraries and booking confirmations to engineers in advance of assignments.

Person Specification:

• Strong organisational skills with the ability to manage multiple tasks effectively.
• Clear and professional communication skills.
• Competent in Microsoft Office
• High level of accuracy and attention to detail.
• Experience with Sage 200 is advantageous.
• Previous administrative or service department experience preferred (minimum 2 years desirable).

Whats on Offer:

• Working hours:
  • Monday–Thursday: 1:00pm – 5:00pm
  • Friday: 1:00pm – 4:00pm
    (Some flexibility on start time.)
• Six-month probationary period.
• Salary: £28,000 – £30,000 (pro rata, part-time).
• Benefits include:
  • Private Medical Insurance
  • Pension Scheme
  • Life Assurance