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Job Title: Service Administrator

Location: Edinburgh Airport

Salary & Hours: Monday to Friday 40hrs/ week. Paying £31,851

Job Summary:

The Administrator is responsible for ensuring the smooth and efficient execution of administrative processes, with a focus on managing work orders, processing job cards, and supporting customer invoicing. This role requires strong coordination with colleagues and customers, ensuring accuracy and compliance in all administrative tasks.

Key Responsibilities:

Work Order Management:

Ensure work orders are fully completed, including all necessary parts and subcontracted services.
Raise and manage work orders for subcontracting as required.
Process invoices and generate purchase orders where applicable.
Consolidate work orders, ensuring chargeable items align with customer contracts.
Create proforma invoices for customer review before invoicing.
Resolve queries with customers and the Operations Manager.
Monitor Work In Progress (WIP) reports and update work order statuses.

Administrative Support:

Provide support during audits and assist in report generation (weekly/monthly).
Maintain accurate records and filing systems.
Input operational data (e.g., timesheets, engine hours, fueling records) into SAP.
Order and manage parts inventory, process deliveries, and coordinate subcontractors.
Take meeting minutes when required.
Manage office supplies, handle mail, and oversee petty cash.
Answer and direct phone calls.
Key Performance Indicators (KPIs):

Customer satisfaction and timely resolution of inquiries.
Efficient processing of work orders within defined timeframes.
Accurate and up-to-date WIP reports supporting operational efficiency.
Health & Safety Responsibilities:

Follow all safety rules, procedures, and wear appropriate PPE.
Report any accidents, near-misses, or hazardous conditions.
Participate in health and safety improvements within the company.
ISO Compliance:

Adhere to company policies on Quality, Health & Safety, and Environmental standards.
Follow ISO9001, ISO14001, and OHSAS18001 procedures.
Ensure high-quality documentation and service delivery.
Key Relationships:

Senior Operations Manager
Administration & Process Manager
Workshop Supervisors
Financial Controller
External customers, suppliers, and subcontractors
Skills & Qualifications:

Required:

Customer-oriented mindset with strong service delivery skills.
Attention to detail and ability to work methodically.
Strong communication and teamwork skills.
Good financial understanding and IT proficiency (Microsoft Office).
Ability to work under pressure and meet deadlines.
Preferred:

Experience with data entry systems.
Prior work experience in a customer-focused environment.
Behavioural Competencies:

Reliable judgment and common sense.
Proactive and results-driven approach.
Ability to build strong relationships across various levels