Role Purpose
We are seeking an experienced and organised Service Administrator to join our team in Carrickfergus. This is a newly created role designed to provide dedicated administrative support to our contract managers and operations team, allowing them to focus on client relationships and service delivery.
The successful candidate will be the administrative backbone of our service operation processing job records, coordinating vehicle administration, supporting invoicing, and ensuring our job management systems are accurate and up to date. We are looking for someone who has worked in a similar technical or trade service environment and is comfortable operating in a fast-paced, engineer-led business.
Key Responsibilities
Job Management & Records
- Process and file completed job sheets accurately within the company job management system
- Maintain up-to-date records of planned preventative maintenance visits, reactive callouts, and site attendance
- Support contract managers with job scheduling coordination and diary management
- Ensure job records are complete, accurate, and ready for invoicing
Invoicing Support
- Raise sales invoices from approved job sheets and contract managers instruction
- Liaise with contract managers to resolve any queries on job records prior to invoicing
- Maintain accurate records of invoiced and outstanding works
- Support the finance function with purchase invoice processing as required
Vehicle & Fleet Administration
- Coordinate MOT bookings, service appointments, and vehicle inspections for the company fleet
- Maintain vehicle records and ensure compliance with service intervals
- Liaise with garages and fleet suppliers to arrange repairs and maintenance
- Keep vehicle administration records up to date
Parts & Consumables
- Support the ordering of parts, consumables, and workshop materials as directed by the Operations Manager
- Maintain accurate records of orders placed and deliveries received
General Administration
- Open, sort, and distribute incoming mail and correspondence
- Maintain organised filing systems both electronically and in hard copy
- Provide general administrative support to contract managers and the Operations Manager
- Assist with onboarding administration for new engineers as required
- Assist with the completion of supplier registration forms, prequalification questionnaires, and vendor documentation as required
- Input job records, service reports, and completion data into customer job management and facilities management portals as required
Essential Criteria
- Proven experience in an administrative role within a technical, trade, or engineering service environment for example a main dealer service department, plant hire company, electrical or mechanical contractor, or facilities management organisation
- Comfortable working in an engineer-led environment and familiar with concepts such as job cards, service records, and PPM schedules
- Strong IT skills including proficiency in Microsoft Office (Word, Excel, Outlook)
- Experience with job management, CRM, or service management software
- Highly organised with excellent attention to detail
- Able to manage a varied workload and prioritise effectively in a busy environment
- Good communicator written and verbal with the ability to liaise confidently with customers, engineers, contract managers, and suppliers
- Discreet and professional in handling confidential information
- High standard of written and verbal English able to produce clear, accurate correspondence and documentation
Desirable Criteria
- Experience in the generator, electrical, or mechanical services industry
- Familiarity with purchase and sales ledger processes
- Experience coordinating vehicle or fleet administration
- Knowledge of Northern Irelands construction or facilities management sector
What We Offer
- Competitive salary of £26,000 £30,000 dependent on experience
- Permanent, full-time position with a stable and well-established company
- A varied and interesting role supporting a busy engineering operation
- Friendly, professional working environment based in Carrickfergus
- 30 days annual leave
- Company pension scheme
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