Service Administrator

SALARY: £21,000 – £25,000


  • To assist the Regional Service Manager, Service Contract Managers (SCM) and Sales Service Engineers (SSE) in ensuring that all contract renewals and retenders are issued on time and in accordance with corporate guidelines and presentation
  • Liaising with CHD Central Contract Administration as required to ensure that the Dynamics operating system is updated with all necessary data including key contacts
  • Assisting the SCM and SSE in completing contract retenders and amended quotations as necessary
  • Regularly maintain CRM system with customer addresses, contact names, telephone number and email addresses
  • Assist the Service Contract Managers and other regional team colleagues with collation and production of reactive quotations within the Dynamics operating system
  • Maintain the quotations log and provide proactive support in chasing acceptance of the same
  • Liaise as necessary with Service Operations Managers, Supervisors and Engineers to ensure that all relevant information is captured to allow quotations to be produced
  • Contacting customers post completion of works to ensure satisfactory conclusion to the works undertaken
  • To liaise with suppliers and sub-contractors as required for the furtherance of checking availability and price on behalf of the Service Contract Managers and regional team
  • To liaise with CHD Service Administration & Controllers in relation to production of quotations for National Accounts ensuring on time delivery with stated KPI’s
  • To assist the Regional Service Manager  & regional team as required with various reporting and administrative duties
  • Maintaining contact (verbal, e-mail and letter) with customers in relation to the quotations supplied and ensuring their requirements have been met. Feedback to the SCM and SSE as necessary and make necessary amendments as required
  • Maintain cancellation register providing full reasons from information provided by SCM or SSE or through speaking directly to the customer
  • Assist in the production of Pre-Qualification Questionnaires (PQQ) as required
  • To provide cover as required for the Regional Planners
  • To uphold the good name of the company at all times and not disclose to third parties confidential information
  • Any other duties, projects etc. that are necessary for the achievement of the company’s objectives within the remit of the role.


Essential qualifications or licences:

  • Good general level of educational achievement at Secondary School level
  • GCSE (Grade 3 minimum) English and Mathematics or equivalent

Desirable but not essential qualifications or licences:

  • ILM 2 to 3 or NVQ or equivalent qualification


  • Basic understanding of the air conditioning, chiller and / or combustion market would be an advantage
  • Although a technical background is not required, the ability to grasp basic technical information in relation to the company’s products and services is required


  • A customer service / supply chain background is not essential but would be an advantage
  • Previous work experience that demonstrates a methodical and well organised approach to planning and record keeping is essential

Key skills:

  • Excellent PC / computer and data inputting skills and the ability to use software e.g. Microsoft Word and Excel
  • Clear and effective verbal and written communication skills
  • Good interpersonal skills with a confident telephone manner
  • Must be able to balance priorities and work calmly under pressure
  • Experience of using Customer Relationship Management (CRM) systems e.g. Moby and Dynamics would be an advantage
  • Good accuracy and  attention to detail in record keeping and update of electronic databases

SPECIAL CONDITIONS (Physical, psychological or work demands)

  • Post holder must be able to talk and hear and possess manual dexterity for keyboard skills
  • Role may require sitting for long periods
  • This role may require the post holder to lift weights of 10kg maximum unaided when taking delivery of stationary
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