Provide efficient travel coordination and administrative support to the Warranty Department. Ensure smooth field service operations, accurate data management, and effective use of systems including Salesforce, SAP, and Kronos. Act as deputy support when required and contribute to reporting, analysis, and continuous process improvement.
Key Responsibilities
Travel & Field Support
Manage all travel arrangements for field and office teams (flights, hotels, visas, taxis, hire cars, baggage)
Ensure compliance with company travel policy and approved suppliers
Maintain staff travel documents and "Away List" for payroll tracking
Produce and manage travel authorisation documents and itineraries
Operational Support & Deputising
Deputise for Warranty Field Service functions during absence of managers
Support overseas coordination and urgent field service requirements
Provide hospitality support for visitors and external stakeholders
Data, Systems & Reporting
Maintain accurate records in Salesforce, SAP, and customer databases
Monitor and follow up warranty claims and support proactive resolution
Administer CSI (Customer Satisfaction Index) reporting and analysis
Maintain Warranty and Quality KPI presentations
Support Distributor Service Bulletins (DSBs), mailshots, and response tracking
Administration & Office Support
Record and reconcile credit card expenses with receipts
Manage document filing, archiving, and record storage (electronic and physical)
Take meeting notes, distribute actions, and support communications
Maintain absence, holiday, and sickness records via Kronos
Provide general administrative support (emails, calls, documents, presentations)
Compliance & Coordination
Handle sensitive data including passports, customer records, and warranty information in line with confidentiality requirements
Ensure adherence to company policies and procedures at all times
Coordinate with internal departments, distributors, suppliers, customers, and field teams
Essential Skills & Experience
Fluent written and spoken English
Strong numerical and data accuracy skills
High-level proficiency in Microsoft Office (Word, Excel, PowerPoint, Email, Internet research)
Experience or ability to learn systems such as Salesforce, SAP, Kronos
Strong organisational and document preparation skills
Ability to work independently with minimal supervision
Personal Attributes
Highly organised with strong attention to detail
Able to multitask and prioritise under pressure
Flexible and responsive to urgent operational needs
Proactive approach to improving processes and cost efficiency
Professional communication skills (written and verbal)
Working Environment
Fast-paced, deadline-driven global support role
Requires flexibility in working hours to support overseas operations
Frequent interaction with internal teams, customers, distributors, and suppliers
Must maintain a professional office environment at all times