Jobs in Semer

Job Description: Service & Parts Administrator Division/Function: Mildenhall
Department: Aftersales
Reports to: Head of Construction
Date: April 2026

Role Purpose As a Service & Parts Administrator, you will provide essential support within the Aftersales team at the Mildenhall branch.
You will act as the first point of contact for customers requiring service assistance and ensure the timely processing of all depot activities, including timesheet capture, email and phone communications.
Your role is key to maintaining smooth service operations, supporting both field engineers and internal departments, while delivering a professional, responsive, and customer-focused experience in line with our standards.

Key Responsibilities Customer & Service Support
Act as a primary support contact for aftersales service and parts via phone and email
Handle customer enquiries and provide timely updates
Conduct follow-up calls after service repairs or machine deliveriesParts & Logistics Coordination
Order parts, process Goods Received Notes (GRNs), and arrange shipping to customer sites
Arrange transport for delivery of machines
Ensure parts are correctly allocated/returned before invoicingAdministration & Systems
Create, update, and maintain job records in IBCOS GOLD
Input timesheets, approve labour entries, and support engineer time tracking
Maintain accurate documentation for ISO compliance
Set up and manage service contracts in the business management systemService Operations Support
Assist the Service Controller with:
Processing engineer service reports
Identifying upsell opportunities
Maintaining up-to-date Work in Progress (WIP) records with notes and delays
Monitor EVI telematics and oil analysis reports and communicate findings to customersFleet & Equipment Coordination
Schedule monthly inspections for demonstration fleet
Coordinate Pre-Delivery Inspection (PDI) processes
Print build sheets and create machine tags
Manage tagging and documentation for new machines, stock, and demo fleetWarranty & Compliance
Assist in preparing and submitting warranty claims in line with guidelines
Ensure compliance with company and manufacturer standardsCross-Department Collaboration
Work with internal teams (Engineering, Sales, Finance, Parts) to maximise efficiency
Provide holiday cover for Controller and Parts Advisor roles when requiredLimits of Authority
Prioritise and schedule local engineering resources
Support operational decision-making within the depotPerformance Measures
Customer satisfaction and responsiveness
Service efficiency and customer retention
Accuracy of parts stock (target: 100%)
Compliance with stock checks in line with group standardsKey Relationships
Internal: Engineers, Service Supervisor, Parts, Sales, Finance
External: Customers, Contractors, SuppliersKnowledge, Skills & Experience
Proficiency in:

Microsoft Office 365
CheckProof
EVI systems
Strong:
Administrative and organisational skills
Time management and multitasking ability
Attention to detail (especially in financial and job records)
Excellent:
Communication and customer service skills
Problem-solving and proactive mindset
Good understanding of:
Machine servicing processes
Warranty procedures
Spare parts handling
Experience coordinating with service engineers in a fast-paced environment