January 10, 2022
Job Type
Job Code
Contact Name
Jill Benham


Our Biggleswade based clients are in search for a Customer Service & Parts Administrator.

Job Description:

To ensure maximum commercial recovery from service engineers’ times. To participate in minimising the work-in-progress stock levels. Ensuring effective procurement and sales of machine parts along with maintaining and developing administrative procedures.

Key Responsibilities and Accountabilities:

  • Participating in taking calls from customers, liaising with service engineers, all members of the MCC sales and after-sales team and all other company personnel as appropriate.
  • Promote and prepare parts / service quotations and orders.
  • Enters new parts details onto the system to provide information and pricing to enable effective ordering.
  • Effectively operates the LIKV and other company systems to identify spare parts.
  • Collating information sufficient to support an internal or external invoice.
  • The construction of internal and external invoices using all relevant supplied information.
  • Being active in recovering necessary information from different sources when this is observed as being required.
  • Filing and organising documentation in a manner that facilitates easy retrieval and also in accordance with the company systems.
  • Inputting engineers’ times to build up the cost bases for invoices and for payroll purposes.
  • Creating new maintain machine files, collating data and maintaining machine records in an organised and disciplined way.
  • Undertake to attend meetings and exhibitions off-site and overseas. This may include time spent away from home overnight.
  • Undertake training as required by the company from time to time, both at the workplace and off site, including overseas.
  • Perform and communicate in a manner that builds on the strength of the After-Sales team and customers.
  • Raises Warranty orders, Sales Orders, Work Orders, purchase requests and invoices both internally and to customers.
  • Processing warranty claims and ensures that returned warranty parts are sent back to the relevant factory with correct documentation.
  • Manage the acceptability or validity of a warranty component or claim at any stage in the process.
  • Undertake some or all of the duties of other personnel in the absence of the latter as may be required from time to time.
  • Arrange and be flexible with other members of the team to ensure full desk coverage for the required working day. This may involve flexing start and finish times as needed.
  • Identifying and implementing improvements to the after-sales administration process.
  • Any other duty as required by management commensurate with the post.

Personal Attributes:

  • Be able to demonstrate a track record of managing commercial relationships, taking a broad view when necessary and be astute to the pressures and operating ways of the factories and customers
  • Project the correct Company image
  • To be a good, effective communicator verbally and by email at all levels
  • Have a strong customer service ethic with a positive and pro-active approach
  • Be a team player through being willing and able to work closely with others, be they company or customer personnel and promote good relationship and collaboration

Skills and Abilities:

  • Ability to use own initiative and be self-motivated
  • Excellent administrative skills with an understanding of the need for close control of engineering information, it’s retrieval and communication
  • Computer literate and able to demonstrate uses of IT relevant to role, including Word and Excel
  • Have an appreciation of Health and Safety regulations and their application and to be able to benefit from further training.
  • To be commercially aware, with an appreciation of costs, their recovery and potential commercial conflicts.

Other Special Requirements:

  • Be able to travel UK & Ireland as required to support business requirements.
  • To be able to travel overseas as required
  • Keep up to date on technical skills and knowledge
  • Attends training as required
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