Service Administrator

Overview

In this role, you will support the Service Department to keep maintenance and repair operations running smoothly. You will work closely with engineers, customers and internal teams to coordinate service activities, handle enquiries, and maintain accurate records. The role offers variety in a fast-paced environment and opportunities to contribute to continuous improvement. You will be at the heart of delivering reliable service across the UK, helping to uphold Rubax’s customer-focused standards and operational excellence. This is a hands-on, collaborative position with a clear impact on service delivery and customer satisfaction.

Pay / Benefits

• Competitive salary
• 25 days’ holiday plus bank holidays
• Pension scheme with 5% company contribution
• Comprehensive life assurance
• Private medical cover with 24/7 virtual GP
• Free eye tests and eyewear discounts

Responsibilities

• Provide administrative support to the Service Department and wider operations
• Handle incoming calls, emails and customer enquiries professionally
• Process service requests, log call-outs and track progress to completion
• Coordinate engineer diaries and assist with planning of maintenance and reactive works
• Maintain accurate service records and customer information in internal systems
• Process engineer timesheets and support field-based administration
• Prepare and track service reports, correspondence and documentation
• Update customer portals and records to meet commitments
• Prepare and issue accurate customer invoices and support related admin work
• Liaise with customers, engineers and colleagues to coordinate service activity
• Assist with maintenance of service files, worksheets, schedules and docs
• Support continuous improvement by following company procedures accurately

Key requirements

• Strong administrative and organisational skills
• Excellent written and verbal communication and customer service
• Proficient IT skills including Microsoft Office
• Ability to prioritise workloads and manage multiple tasks
• Strong attention to detail and accuracy
• Ability to work independently and as part of a team
• Proactive and professional approach with a willingness to learn
• Desirable: experience in administration, customer service, service coordination or scheduling; experience supporting field-based engineers or operations; experience processing invoices and maintaining customer records; experience using customer portals, CRM or service management systems

• Strong communication
• Customer service mindset
• Organisation and time management
• Microsoft Office applications
• CRM systems or service management systems
• Experience with customer portals

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