Service Helpdesk Administrator Full Time NEW

Service Helpdesk Administrator

We are seeking a highly organized and detail-oriented Service Administrator to join our team. The Service Administrator will be responsible for providing administrative support to our service department and ensuring the smooth operation of daily activities. The ideal candidate will have strong organizational skills, excellent communication abilities, and proficiency in various software applications. (Joblogic experience would be highly advantageous)

The Role

• Handling incoming phone calls and emails.
• Logging maintenance & reactive calls with the helpdesk system (Joblogic)
• Maintaining high levels of customer service.
• Liaising with clients, suppliers and service engineers on a daily basis.
• Processing service & maintenance quotations accurately and timely.
• Processing sales orders and raising purchase orders.
• Scheduling planned, reactive service & maintenance works.
• Progressing and chasing works from Sub-Contractors in line with planned timescales
• Stock ordering.
• Invoicing.

Duties and Responsibilities:

– Appointment Scheduling: Assist in coordinating service appointments and dispatch technicians based on availability, customer requirements, and service priorities.

– Record Maintenance: Maintain accurate records of service requests, customer information, work orders, and service contracts

– Communication Facilitation: Serve as a point of contact for customers, fielding inquiries, relaying messages to service technicians, and providing updates on service status to customers.

– Documentation Management: Prepare and process service documentation, including invoices, service reports ensuring completeness and accuracy.

– Inventory Management: Assist in managing inventory levels of service parts, equipment, and supplies, monitoring stock levels, and coordinating replenishment as needed.

– Data Entry and Reporting: Enter service-related data into relevant systems, generate reports on service activities, key performance indicators (KPIs)

– Billing and Invoicing Support: Collaborate with teams to ensure accurate billing, invoicing, and timely payment processing for service-related transactions.

– Customer Support: Provide administrative support to address customer inquiries, resolve issues, and maintain positive relationships with clients, ensuring high levels of customer satisfaction.

– Team Collaboration: Liaise with service technicians and other team members to coordinate schedules, share information, and facilitate effective teamwork.

– Process Improvement: Identify opportunities to streamline administrative processes, implement best practices, and contribute to continuous improvement initiatives within the service team.

Qualifications:

– Proven experience in an administrative role with service or technical knowledge of Facilities Management is essential.

– Proficiency in office software applications, including Microsoft Word and Excel

– Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

– Strong attention to detail and accuracy in data entry and record-keeping.

– Effective communication skills, both verbal and written, with the ability to interact professionally with customers and colleagues.

– Customer service-oriented mindset, with a proactive approach to addressing customer needs and concerns.

– Ability to work independently with minimal supervision and as part of a team.

– Adaptability and willingness to learn new tasks and technologies.

– Familiarity with Joblogic Service Management software would be advantageous.

– Strong data entry skills with a high level of accuracy

– Excellent organizational and time management abilities

– Exceptional phone etiquette and customer service skills

– Strong attention to detail and ability to multitask effectively

– Previous experience in a Helpdesk administrative role is preferred

If you are a motivated individual with strong administrative skills and a passion for providing exceptional customer service, we encourage you to apply for the position of Service Administrator.

Please note only candidates with at least 2 years experience in this type of role will be considered for this position.

Job Type: Full-time

Pay: £25,000.00-£30,000.00 per year

Benefits:

• Company pension
• Free parking
• On-site parking

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 3 years (required)
• Administrative experience: 3 years (required)

Language:

• English (required)

Work Location: In person