Service Administrator

Service Administrator
Portsmouth
28,000 - 30,000
Permanent

Role Overview

An excellent opportunity has arisen for an organised and proactive Service Administrator to support the smooth running of a busy Service Department. The role involves coordinating service administration activities, supporting invoicing processes, maintaining accurate records, and liaising with customers, engineers, suppliers, and internal departments.

Key Responsibilities

• Process and review service jobs, ensuring all documentation is complete prior to invoicing
• Maintain accurate service records and monitor Work in Progress (WIP)
• Raise and issue invoices accurately and within required timescales
• Liaise with internal teams to gather job sheets, labour hours, parts usage, and supporting documentation
• Resolve invoice queries and provide professional customer support
• Maintain accurate records within internal systems and shared inboxes
• Provide telephone and administrative support to customers and colleagues
• Prepare quotations for service agreements and maintain contract documentation
• Coordinate jobs and schedules with external contractors and suppliers
• Review supplier invoices and update purchase orders where required
• Produce service-related reports and assist with month-end administration
• Support continuous improvement within service administration processes

Skills & Experience

Essential

• Previous administration, service coordination, or invoicing experience
• Strong attention to detail and organisational skills
• Good working knowledge of Microsoft Office, particularly Excel and Outlook
• Ability to manage multiple tasks in a fast-paced environment
• Strong communication skills and a proactive approach

Desirable

• Experience within engineering, automotive, service, or dealership environments
• Familiarity with ERP or service management systems

Personal Qualities

• Professional and confident communicator
• Resilient and able to remain calm under pressure
• Comfortable dealing with engineers, tradespeople, contractors, and suppliers
• Team player with a positive and adaptable attitude
• Customer-focused with the ability to prioritise workload effectively

Apply now or contact Lynsey at Key Recruitment for further information.