Spares Coordinator

Reporting to the Service Manager, you will work both independently and collaboratively within the Service Team and the wider business.

You will be technically minded and detail-oriented with a proactive and adaptable approach to work.

As a Spares Coordinator, you will act as the primary point of contact for customers requiring spare parts. You will work closely with customers and internal teams to ensure enquiries are processed efficiently, quotations are prepared accurately, and orders are progressed smoothly from initial enquiry through to completion.

Duties and Responsibilities

• Customer Liaison – handling incoming customer spare’s requests (via phone & email) in a prompt, friendly, and professional manner
• Coordinate orders from receipt through to completion, liaising with internal departments and customers throughout
• Prepare accurate quotations for spares and issue them to customers in line with internal processes
• Resolve any queries or complaints
• Ensure any invoice‑related queries are dealt with in a timely manner
• Administration – ensuring the system and Spare’s project files are kept up to date
• Assist the Service Manager with various tasks
• Attend training courses as required

Experience

• Previous experience in a similar technical service role
• Excellent verbal and written communication skills
• Experience working in a customer service or customer‑facing environment
• Proven experience in a coordinating role is essential
• A good standard of literacy and numeracy
• Demonstrable ability to plan, organise and prioritise work
• Be neat and methodical in work
• Good systems knowledge of ERP systems (e.g., SAGE, SAP, Oracle)
• Good Microsoft Office skills with strong Excel proficiency
• Understanding of health and safety legislation

Behaviours

• Confident liaising with customers by telephone and email
• Ability to build great rapport with customers, team members, and the wider business
• Work with minimal supervision and meet specific deadlines
• Juggle multiple tasks and remain calm under pressure
• Flexible and willing to do overtime

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