SKILLS/EXPERIENCE REQUIRED:

• Proven work experience as an Administrator or similar role, ideally within an Engineering environment.
• Very strong organisational skills, including multitasking, time, and diary management.
• The candidate must have the ability to work on their own, as well as with the wider team.
• IT literacy, particularly MS Office and CRM systems. Knowledge of SAP would be beneficial but not essential.

ROLE:

Working as part of a team, the Service Administrator will ensure that all support functions are carried out to service and maintain our client’s security systems. At times the service administrator may also provide support to other departments. The role requires a great deal of initiative and autonomy.

RESPONSIBILITIES:

• Service contract renewals for Software Support Agreements (plus SSAs for Ireland).
• Updating the SSA tracker.
• Sourcing quotes for third-party agreements, software support and subscriptions.
• Analysing and producing management reports.
• Produce and monitor monthly service audit information.
• Analysing aged debt for the Service department, whilst working with Coordinators and the Accounts team in order to provide solutions for resolution.
• Weekly service stock checks with the Stores department.
• Providing support with invoicing maintenance agreements: annually, bi-annually, quarterly, bi-monthly or monthly.
• Updating the invoicing schedule on AM.
• Schedule and maintain records for Service Engineer training.
• Reporting invoice figures.
• Producing monthly invoicing analysis.
• Support for monthly maintenance forecasting for the UK, Ireland & The Netherlands.
• Creating “Won and lost” reports for the UK, Ireland & The Netherlands.
• Support the Service Supervisor as required, particularly during busy periods, holidays and sick leave cover
• Resolving invoice queries and raising credit notes.
• Checking the input of the Service invoices onto Greentree and circulating to the team for corrections.
• Approving supplier invoices.
• Providing performance data for the Service Department.
• Assisting the Service Coordinator Team with general queries.
• Raising Purchase Orders, dispatching equipment to suppliers for calibration and maintaining the calibration records.
• Supporting SAP project development and preparation for transferring services to the system.
• Acting as a point of contact for the Accounts Department for all service finance related queries.