Role Overview
The Service Administrator / Office Coordinator plays a pivotal role in ensuring the smooth running of operational and administrative functions within a fast-paced service environment. Acting as the central point of coordination between clients, field engineers, suppliers, and internal teams, this role is responsible for scheduling, customer service delivery, financial administration, and general office management.
The postholder will be highly organised, proactive, and customer-focused, with the ability to prioritise effectively while maintaining accuracy across multiple workstreams.
Key Responsibilities
Customer Service & Front of House
- Act as the first point of contact for clients and visitors, providing a professional reception service.
- Handle incoming calls and email enquiries, ensuring all communications are logged within the CRM system.
- Deliver a consistently high standard of customer service, ensuring queries are resolved or escalated promptly.
Scheduling & Service Coordination
- Manage regional scheduling, including allocation of engineers and booking of client appointments, service works, and contract renewals.
- Administer and maintain the on-call rota.
- Manage incoming helpdesk queries, prioritising requests and coordinating timely responses.
Operational Support
- Liaise with field engineers to resolve queries and provide ongoing administrative support.
- Prepare and distribute job-related documentation, including Health & Safety information.
- Support and contribute to internal communications such as Toolbox Talks.
Client & Financial Administration
- Support client account management, including coordination of framework billing processes.
- Manage invoicing, credit notes, and daily bookkeeping activities with accuracy.
- Follow up with clients to obtain purchase orders (POs) and ensure timely payment of outstanding invoices.
Procurement & Supplier Coordination
- Act as a point of contact for suppliers and manage procurement-related activities.
- Coordinate deliveries, returns, and stock-related administration.
Office & Administrative Management
- Organise meetings, book rooms, prepare agendas, and take minutes, ensuring actions are followed up.
- Manage incoming and outgoing post and general correspondence.
- Maintain organised filing systems (both digital and paper-based).
- Support with document preparation, including reports, spreadsheets, and presentations.
- Oversee general office functionality, including basic IT and equipment troubleshooting (e.g., printers, scanners).
General Administration
- Update and maintain Excel reports on a daily basis.
- Support cross-departmental communication and collaboration.
- Provide flexible administrative support as required across the business.
Skills & ExperienceEssential
- Minimum of 5 years’ experience in a fast-paced administrative or coordination role.
- Strong working knowledge of Microsoft Office (Word, Excel, and databases).
- Excellent organisational and time management skills with the ability to multitask.
- High level of accuracy, particularly when handling financial and numerical information.
- Strong communication skills, both written and verbal, with a professional and approachable manner.
- Ability to build effective working relationships with clients, colleagues, and suppliers.
- Proven ability to work under pressure and meet deadlines.
- Self-motivated with the ability to work independently and take initiative.
- High level of fluency in English.
Desirable
- Experience working within a service-based or engineering environment.
- Technical aptitude, including basic troubleshooting of office equipment (printers, photocopiers, etc.).
- Familiarity with CRM systems and scheduling tools.
Personal Attributes
- Customer-focused with a proactive, solutions-driven mindset.
- Reliable, flexible, and resilient in a demanding environment.
- Strong team player with a collaborative approach.
- Professional, positive, and adaptable.
Benefits:
- Employee assistance program
- Employee discount
- On-site parking
Experience:
- fast-paced administrative or coordination role.: 3 years (required)
Language:
- English Fluently (required)
Work authorisation:
Work Location: In person
