Overview
Join Rapiscan Systems, a global leader in detection technology, supporting critical infrastructure across ports, borders, military sites, and high-security facilities. Our advanced cargo and vehicle inspection systems help combat terrorism, drug smuggling, illegal immigration, and trade fraud. With cutting-edge X-ray technologies and a commitment to innovation and quality, we deliver best-in-class imaging and reliability to our customers worldwide.
About The Role
We are looking for a proactive and highly organised Service Administrator to support our Field Service Department. This is a pivotal role that ensures smooth operations across service logistics, compliance, and internal coordination.
Responsibilities
* Administrative Support — Provide comprehensive support to the Field Service team. Prepare and maintain documentation, reports, and presentations.
* Security & Compliance — Manage new and renewal pass requirements for airports and CTC clearance. Coordinate with authorised signatories to ensure timely documentation.
* Uniforms & Tooling — Order and track Field Service Engineer (FSE) uniforms. Maintain tooling asset register and coordinate replenishments.
* Equipment & Software Management — Assist with scheduling and documentation for X-ray machine maintenance. Track software licenses and manage renewals and purchase orders. Oversee radiation/multi-meter requirements across UK/EU, including swaps and renewals.
* Fleet Administration — Manage fleet car scheduling, maintenance, and compliance. Maintain accurate records of vehicle usage and service history.
* Timesheets & Payroll — Collect and process timesheets and overtime requests. Support payroll documentation and ensure accurate reporting.
* Office & Data Management — Maintain office supplies and coordinate facility needs. Keep departmental contact lists and databases up to date. Support data entry and analysis for service initiatives.
* Communication & Coordination — Act as a key point of contact for internal and external service-related inquiries. Facilitate effective communication across departments.
* Additional Duties — Support service events, meetings, and training sessions. Assist with special projects as assigned by Customer Service Managers.
Qualifications
* Were Looking For Someone Who Brings — Proven experience in administrative support, ideally within an engineering or technical setting.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Strong organisational and multitasking skills.
* Excellent written and verbal communication.
* High attention to detail and problem-solving ability.
* Ability to work independently and collaboratively.
* Familiarity with fleet management, timesheet processing, and callout services is a plus.
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