Senior Service Administrator - South East

We are seeking a highly organised, motivated, and detail‑driven Senior Service Administrator to support our busy refrigeration service operation. This full-time, office-based position (Monday–Friday) plays a critical role in ensuring the smooth, efficient running of our service department—supporting engineers, customers, and internal teams while upholding the highest standards of accuracy, customer care, and operational control. As a senior member of the administration team, you will lead by example, support junior administrators, and serve as a key point of coordination within our refrigeration service branch.

Responsibilities / Tasks

Team & Administrative Leadership

• Support, guide, and lead a team of service administrators, ensuring consistent workflow and performance.

• Maintain strong communication with the refrigeration engineering team, prioritising efficient scheduling and service delivery.

Customer & Contract Administration

• Manage new customer setup processes, including the completion of handover documentation and credit checks.

• Liaise with customer site contacts to schedule work, resolve queries, and follow up on overdue invoices.

• Monitor customer KPIs to ensure service-level compliance, particularly within refrigeration maintenance contracts.

Service Operations & Work Order Management

• Raise and process service calls, purchase orders, credits, and required documentation.

• Prepare and distribute FSE work orders; process engineers’ hours and completed work reports.

• Approve engineers’ hours daily and maintain accurate records of holidays, lieu days, sickness, and absences.

• Prepare and maintain the engineer diary, ensuring clarity and operational readiness.

• Close maintenance calls and ensure all service records are completed accurately at month-end.

• Maintain the maintenance log, ensuring all planned refrigeration visits are completed within agreed timescales.

Financial & Performance Reporting

• Monitor job margins and support invoice preparation to maintain financial accuracy.

• Compile regular reports, including contract margins, weekly hours, and service call transactions.

• Support the creation of simple customer quotations based on engineer feedback and service requirements.

Logistics & Engineer Support

• Coordinate the quarterly call-out rota for 24/7 refrigeration duty cover.

• Manage PPE and workwear for engineers, including ordering and stock monitoring.

• Support overall branch operations with a proactive and adaptable work approach.

Your Profile / Qualifications

We are looking for a confident, customer-focused professional with strong administrative capability and a desire to develop within a fast-paced refrigeration service environment.

• Proven administrative experience, ideally within a refrigeration, engineering, or technical service setting.

• Strong team-working approach with experience supporting or guiding colleagues.

• Proficiency in Microsoft Office; SAP experience is highly advantageous.

• Exceptional attention to detail and the ability to manage multiple tasks effectively.

• Excellent verbal and written communication skills.

• Strong customer service and interpersonal skills.

• Financial awareness with the ability to understand and analyse margins.

• Calm, professional approach under pressure, with strong problem-solving abilities.

• Self-motivated, adaptable, and capable of working independently when required.

• Flexible with working hours to support a 24/7 service operation.

Did we spark your interest?
Then please click apply above to access our guided application process.