Service Coordinator

As a Service Department Assistant, you will be responsible for supporting the Service Manager in the day-to-day operations of the department. Your key responsibilities and accountabilities will include preparing quotations, managing service contracts, and coordinating job assignments. You will also supervise the Service Administrator when necessary and handle tasks such as drafting service reports and preparing service documentation packages for Service Engineers. Additionally, you will be in charge of maintaining and updating service database records, processing Advice Notes, Time Sheets, and Expense Claims, as well as creating new job files and allocating job numbers. It will be your responsibility to prepare and send service documentation and invoices to customers, as well as monitor the shipment and retrieval of hire equipment as authorized. Furthermore, you will collaborate with the Service Manager/Technical Manager for technical queries and with the Spares Coordinator for material cost inquiries. You will issue Service Reports and Certificates to customers upon service completion, monitor spare parts identified during service visits, and assist the Accounts department in preparing draft invoices and credit notes. In addition to the above tasks, you will track upcoming service renewals within a 3-month window, maintain the department's holiday database, coordinate engineer travel arrangements, and perform any other reasonable administrative duties as assigned. Your role will also involve closing out work orders once Sales Invoices are issued and informing the Service Manager of any relevant updates or issues. Overall, as a Service Department Assistant, you will play a crucial role in ensuring the smooth operation and efficiency of the Service Department, contributing to the overall success of the team.,