Service Administrator - Leeds

GEA is one of the world's largest systems suppliers for the food, beverage and pharmaceutical sectors. Our portfolio includes machinery and plants as well as advanced process technology, components and comprehensive services. Guided by a strong sense of purpose, our more than 18,000 dedicated employees work to enhance the sustainability and efficiency of production processes globally.

Responsibilities / Tasks

We are looking for an organised and motivated Service Administrator to join our growing team. This role is ideal for someone who is keen to develop their skills within a busy service and operations environment. You will play a key role in supporting our engineers and service team, ensuring smooth day-to-day operations, and delivering excellent customer service. Full training will be provided, and there will be genuine opportunities to develop your skills within the business. You will support the service function across a wide range of activities, including:

• Setting up new customers, including completing handover documentation and credit checks
• Raising and managing service calls
• Creating purchase orders, overhead POs, and processing credits
• Issuing Field Service Engineer (FSE) work orders and processing timesheets and reports
• Reviewing margins and preparing invoices
• Assisting with quarterly on-call rotas for 24-hour engineer coverage
• Approving engineers' daily hours
• Maintaining records of holidays, lieu days, sickness, and absences
• Closing out maintenance calls monthly
• Compiling service reports (e.g., contract margins, weekly engineer hours, transaction reports)
• Liaising with site contacts to schedule works and follow up on outstanding invoices
• Preparing and distributing weekly engineer diariesMaintaining maintenance logs and ensuring visits are completed on time
• Monitoring customer KPIs
• Gathering information and preparing simple customer quotations
• Supporting engineers with PPE and workwear requests

Working Pattern: Fully office-based - 5 days per week

Hours: 8:00am - 4:30pm (30-minute break)

Your Profile / Qualifications

• Previous administrative experience (ideally within a service, engineering, or technical environment - though full training will be provided)
• Strong attention to detail
• Ability to manage multiple tasks and prioritise effectively
• Confident verbal and written communication skills
• Customer-focused approach
• Comfortable working collaboratively within a team
• Good working knowledge of MS Office
• SAP experience is advantageous but not essential
• Basic financial awareness (training can be provided)