Parts & Service Administrator

Position: Parts & Service Administrator

Location: Henley-in-Arden, Stratford upon Avon
Salary - Competitive

The company:
With a rich legacy of over 150 years, this company is a leader in innovation and technology within the construction equipment and plant manufacturing industry. Known for its pioneering spirit, the company holds numerous patents, with its first major breakthrough dating back to 1908a revolutionary asphalt-mixing machine designed to reduce dust pollution.

Today, the company continues to build on its foundation of innovation, delivering advanced solutions that enhance efficiency and sustainability. Its cutting-edge machinery and plants are designed to meet modern challenges, from reducing fuel consumption to incorporating high levels of recycled materials in production. Dedicated to both customer success and environmental responsibility, the company remains at the forefront of industry advancements.

Main Purpose of the Role:
The Parts & Service Administrator will play a pivotal role in supporting both the Spare Parts Manager and the service engineers by assisting with parts enquiries and orders from UK asphalt & concrete plant customers. You will also manage the day-to-day service requirements, ensuring smooth operations for customers and engineers.

The role requires building and maintaining strong relationships with customers, service engineers, managers, and directors, while delivering a high level of professional service.

• Handle parts enquiries and orders via telephone and email.
• Provide technical specifications and advice to customers for required parts.
• Source alternative parts when necessary and ensure availability of off-the-shelf parts.
• Maintain ERP system by receiving and checking parts deliveries.
• Liaise with service engineers on parts orders and inquiries.
• Ship parts to field engineers and customers, and manage stock returns.
• Build and nurture strong relationships with customers.
• Follow up on open orders and update customers on delivery times.
• Complete all necessary parts-related paperwork and data entry.

• Manage engineers schedules and workloads.
• Open and close job cards, and handle daily service invoicing.
• Liaise with clients to arrange engineer appointments and follow up on requests.
• Oversee routine maintenance visits and service jobs, ensuring completion on time.
• Manage the logistics of service jobs, including booking accommodation and ordering parts.
• Provide administrative support to engineers and clients via telephone and email.
• Process warranty claims and ensure stock levels are maintained.

• Experience: Minimum of 2 years in a service/parts/customer-focused role.
• Industry Knowledge: Parts/service experience or an interest in engineering/manufacturing.
• Technical Skills: Knowledge of plant & machinery advantageous, familiarity with ERP systems (SAP/SAGE) preferred.
• Customer Focus: Strong communication, sales, and customer service skills.
• Teamwork & Initiative: Ability to work both independently and collaboratively.
• Organisation: Strong organisational skills and the ability to prioritise and self-manage workload.
• Attention to Detail: Proven accuracy in data entry and high attention to detail.
• Software Proficiency: Competency in Microsoft Office Suite (Word, Excel, Outlook).
• Transport: Full UK driving licence and own car required due to the location.

This is an exciting opportunity for someone looking to contribute to a dynamic team while playing a key role in delivering exceptional service to customers.