Overview
We are seeking a highly organised, motivated, and detail‑driven Senior Service Administrator to support our busy refrigeration service operation. This full-time, office-based position (Monday–Friday) plays a critical role in ensuring the smooth, efficient running of our service department—supporting engineers, customers, and internal teams while upholding the highest standards of accuracy, customer care, and operational control. As a senior member of the administration team, you will lead by example, support junior administrators, and serve as a key point of coordination within our refrigeration service branch.
Responsibilities
Team & Administrative Leadership
* Support, guide, and lead a team of service administrators, ensuring consistent workflow and performance.
* Maintain strong communication with the refrigeration engineering team, prioritising efficient scheduling and service delivery.
Customer & Contract Administration
* Manage new customer setup processes, including the completion of handover documentation and credit checks.
* Liaise with customer site contacts to schedule work, resolve queries, and follow up on overdue invoices.
* Monitor customer KPIs to ensure service-level compliance, particularly within refrigeration maintenance contracts.
Service Operations & Work Order Management
* Raise and process service calls, purchase orders, credits, and required documentation.
* Prepare and distribute FSE work orders; process engineers’ hours and completed work reports.
* Approve engineers’ hours daily and maintain accurate records of holidays, lieu days, sickness, and absences.
* Prepare and maintain the engineer diary, ensuring clarity and operational readiness.
* Close maintenance calls and ensure all service records are completed accurately at month-end.
* Maintain the maintenance log, ensuring all planned refrigeration visits are completed within agreed timescales.
Financial & Performance Reporting
* Monitor job margins and support invoice preparation to maintain financial accuracy.
* Compile regular reports, including contract margins, weekly hours, and service call transactions.
* Support the creation of simple customer quotations based on engineer feedback and service requirements.
Logistics & Engineer Support
* Coordinate the quarterly call-out rota for 24/7 refrigeration duty cover.
* Manage PPE and workwear for engineers, including ordering and stock monitoring.
* Support overall branch operations with a proactive and adaptable work approach.
Your Profile / Qualifications
We are looking for a confident, customer-focused professional with strong administrative capability and a desire to develop within a fast-paced refrigeration service environment.
* Proven administrative experience, ideally within a refrigeration, engineering, or technical service setting.
* Strong team-working approach with experience supporting or guiding colleagues.
* Proficiency in Microsoft Office; SAP experience is highly advantageous.
* Exceptional attention to detail and the ability to manage multiple tasks effectively.
* Excellent verbal and written communication skills.
* Strong customer service and interpersonal skills.
* Financial awareness with the ability to understand and analyse margins.
* Calm, professional approach under pressure, with strong problem-solving abilities.
* Self-motivated, adaptable, and capable of working independently when required.
* Flexible with working hours to support a 24/7 service operation.
Did we spark your interest?
Then please click apply above to access our guided application process.
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