Job Description – Warranty & Travel Administrator
Reporting to: Head of Global Warranty & Aftersales
Role Purpose
Provide efficient travel coordination and administrative support to the Warranty Department. Ensure smooth field service operations, accurate data management, and effective use of systems including Salesforce, SAP, and Kronos. Act as deputy support when required and contribute to reporting, analysis, and continuous process improvement.
Key Responsibilities
Travel & Field Support
- Manage all travel arrangements for field and office teams (flights, hotels, visas, taxis, hire cars, baggage)
- Ensure compliance with company travel policy and approved suppliers
- Maintain staff travel documents and “Away List” for payroll tracking
- Produce and manage travel authorisation documents and itineraries
Operational Support & Deputising
- Deputise for Warranty Field Service functions during absence of managers
- Support overseas coordination and urgent field service requirements
- Provide hospitality support for visitors and external stakeholders
Data, Systems & Reporting
- Maintain accurate records in Salesforce, SAP, and customer databases
- Monitor and follow up warranty claims and support proactive resolution
- Administer CSI (Customer Satisfaction Index) reporting and analysis
- Maintain Warranty and Quality KPI presentations
- Support Distributor Service Bulletins (DSBs), mailshots, and response tracking
Administration & Office Support
- Record and reconcile credit card expenses with receipts
- Manage document filing, archiving, and record storage (electronic and physical)
- Take meeting notes, distribute actions, and support communications
- Maintain absence, holiday, and sickness records via Kronos
- Provide general administrative support (emails, calls, documents, presentations)
Compliance & Coordination
- Handle sensitive data including passports, customer records, and warranty information in line with confidentiality requirements
- Ensure adherence to company policies and procedures at all times
- Coordinate with internal departments, distributors, suppliers, customers, and field teams
Essential Skills & Experience
- Fluent written and spoken English
- Strong numerical and data accuracy skills
- High-level proficiency in Microsoft Office (Word, Excel, PowerPoint, Email, Internet research)
- Experience or ability to learn systems such as Salesforce, SAP, Kronos
- Strong organisational and document preparation skills
- Ability to work independently with minimal supervision
Personal Attributes
- Highly organised with strong attention to detail
- Able to multitask and prioritise under pressure
- Flexible and responsive to urgent operational needs
- Proactive approach to improving processes and cost efficiency
- Professional communication skills (written and verbal)