Job Title

Position Overview: To provide assistance to the Service Manager in the day-to-day running of the Service Department. Key Responsibilities & Accountabilities Assist the Service Manager in preparing quotations. Manage service contracts and coordinate jobs as assigned. Supervise the Service Administrator and deputies for the Service Manager when required. Prepare Service Certificates for approval by the Service Manager or Technical Manager. Draft and type Service Reports. Maintain and update service database records, including job logging, job book, and job files. Prepare service documentation packages for Service Engineers. Receive and process Advice Notes, Time Sheets, and Expense Claims upon job completion. Allocate job numbers and create new job files. Prepare and send service documentation and invoices to customers; archive completed jobs. Monitor shipment and retrieval of hire equipment as authorized. Raise Sales Orders for service work after obtaining approval. Liaise with the Service Manager/Technical Manager for technical queries and with the Spares Coordinator for material cost enquiries. Issue Service Reports and Certificates to customers after service completion. Monitor and follow up on spare parts identified during service visits. Support Accounts in preparing draft invoices and credit notes. Assist Accounts in managing accounts receivable and customer payments. Close out work orders once Sales Invoices are issued. Track upcoming service renewals within a 3-month window and inform the Service Manager. Maintain the department’s holiday database. Coordinate engineer travel arrangements as authorized. Perform other reasonable administrative duties as assigned.