Spares & Service Administrator
CV-LibrarySaint Neots, CambridgeshirepermanentPosted: 10 July 2026
Apply NowA well-established engineering and manufacturing business is looking to recruit a Spares & Service Administrator to join its busy Service Department.
This is a varied role supporting the day-to-day operation of the service function, coordinating engineer visits, processing spare parts orders, liaising with customers and suppliers, and ensuring accurate administration of service activities. The successful candidate will play a key role in delivering excellent customer service while maintaining efficient internal processes.
Key Responsibilities
Service Administration
* Coordinate engineer schedules, service visits and planned maintenance activities.
* Process customer service requests and maintain accurate service records.
* Prepare service quotations, work orders and purchase orders.
* Monitor planned maintenance contracts and ensure visits are completed on schedule.
* Maintain customer records, equipment histories and service documentation.
* Provide administrative support to field service engineers, including documentation and expense processing.
Spares Administration
* Process customer enquiries and orders for spare parts.
* Prepare quotations for spare parts and related products.
* Source parts from suppliers and monitor delivery schedules.
* Monitor stock levels and coordinate replenishment where required.
* Update customers on parts availability and lead times.
* Maintain accurate inventory and stock records using the company's ERP system.
Customer Service
* Act as a first point of contact for service and spare parts enquiries.
* Provide customers with updates on service schedules, orders and deliveries.
* Resolve routine customer queries, escalating more complex issues when necessary.
* Build strong customer relationships through professional and responsive communication.
Administration
* Maintain accurate information within ERP, CRM and service management systems.
* Produce reports on service activity, spare parts sales and inventory.
* Support warranty claims and returns administration.
* Ensure all documentation is completed accurately and in line with internal procedures.
Skills & Experience
Essential
* Previous administration experience within an engineering, manufacturing, technical or service environment.
* Excellent organisational skills with the ability to manage multiple priorities.
* Strong customer service and communication skills.
* Good working knowledge of Microsoft Office, including Excel, Outlook and Word.
* Experience using ERP, CRM or service management software.
* High levels of accuracy and attention to detail.
Desirable
* Experience coordinating service engineers or managing spare parts.
* Knowledge of engineering products, machinery or industrial equipment.
* Understanding of purchasing, stock control or supply chain processes.
* Experience producing reports and maintaining inventory records
This is a varied role supporting the day-to-day operation of the service function, coordinating engineer visits, processing spare parts orders, liaising with customers and suppliers, and ensuring accurate administration of service activities. The successful candidate will play a key role in delivering excellent customer service while maintaining efficient internal processes.
Key Responsibilities
Service Administration
* Coordinate engineer schedules, service visits and planned maintenance activities.
* Process customer service requests and maintain accurate service records.
* Prepare service quotations, work orders and purchase orders.
* Monitor planned maintenance contracts and ensure visits are completed on schedule.
* Maintain customer records, equipment histories and service documentation.
* Provide administrative support to field service engineers, including documentation and expense processing.
Spares Administration
* Process customer enquiries and orders for spare parts.
* Prepare quotations for spare parts and related products.
* Source parts from suppliers and monitor delivery schedules.
* Monitor stock levels and coordinate replenishment where required.
* Update customers on parts availability and lead times.
* Maintain accurate inventory and stock records using the company's ERP system.
Customer Service
* Act as a first point of contact for service and spare parts enquiries.
* Provide customers with updates on service schedules, orders and deliveries.
* Resolve routine customer queries, escalating more complex issues when necessary.
* Build strong customer relationships through professional and responsive communication.
Administration
* Maintain accurate information within ERP, CRM and service management systems.
* Produce reports on service activity, spare parts sales and inventory.
* Support warranty claims and returns administration.
* Ensure all documentation is completed accurately and in line with internal procedures.
Skills & Experience
Essential
* Previous administration experience within an engineering, manufacturing, technical or service environment.
* Excellent organisational skills with the ability to manage multiple priorities.
* Strong customer service and communication skills.
* Good working knowledge of Microsoft Office, including Excel, Outlook and Word.
* Experience using ERP, CRM or service management software.
* High levels of accuracy and attention to detail.
Desirable
* Experience coordinating service engineers or managing spare parts.
* Knowledge of engineering products, machinery or industrial equipment.
* Understanding of purchasing, stock control or supply chain processes.
* Experience producing reports and maintaining inventory records