Service Administrator

at  Diplomatik

DIplomatik is currently seeking a skilled and dedicated Service Administrator to join our client’s team, you’ll play a crucial role in Providing direct service administrative support by coordinating Field Service technicians to conduct service and repairs to on-site customers, as well as administrative assistance to regional manager and workshop teams.

• Process parts orders and organise spare parts delivery to field service technicians.
• Invoicing for parts relating to field service work.
• Participate in Parts stock-takes as required.
• Maintain records of any field service parts dispatch and invoicing as per procedures.
• Pick parts for call in customers in Parts Coordinators absence.
• Take service customer inquires including requests for routine service, repairs and breakdowns.
• Book jobs for regional field service vans and coordinate van logistics efficiently.
• Grow the field service business through proactively calling customers to enquire about their machine service requirements.
• Administer all service jobs – field and workshop, including job data entry and invoicing.
• Open service jobs for Field Service and Workshop and enter all information into M3 system.
• Open and close PDI Jobs to ensure machine invoicing is in line with expected delivery.
• Enter field service and workshop technician labour hours onto jobs daily.
• Maintain the register of machines booked for service and follow up with technicians to maintain database.
• Arrange transport movements for the region and ensure all transport administration requirements are in order for transportation of equipment.
• Complete all field service and workshop job information once job is completed and close job for invoicing, ensuring all costs are allocated.
• Generate delivery docket for machine delivery detailing destination, customer contact, machine details etc.
• File job card including job documentation in job number sequence.
• Cost and process warranty job documentation and information and email to HO
• Ensure service bulletin action items are completed in the requested timeframe.
• Provide administrative assistance to the regional service manager in generating customer quotations for repairs and major inspections
• Enter approved supplier invoices into ERP and email to Accounts Payable.
• Generate WIP Report and review with the service manager.
• Order stationery and staff amenities for the branch.
  If you’re enthusiastic about delivering top-notch service and want to contribute to a dynamic team, we encourage you to apply.
  To apply, please submit your resume detailing your relevant experience and skills and one of our recruitment consultants will be in contact.