Service Administrator - Ross-on-Wye

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 a motivated and detail-oriented Service Administrator to join our team. This is a full-time, office-based role (Monday–Friday, 5 days a week), central to ensuring the smooth running of our service operations, supporting both engineers and customers while maintaining high standards of accuracy and customer service.

• Managing new customer setups, including handover and credit check forms.
• Raising and processing service calls, purchase orders, and credits.
• Preparing and distributing FSE work orders, processing engineers’ hours and work reports.
• Monitoring job margins and preparing invoices.
• Raising overhead purchase orders.
• Preparing quarterly call-out rotas for engineers’ 24-hour duty cover.
• Approving engineers’ hours on a daily basis.
• Maintaining accurate records of engineers’ holidays, lieu days, absences, and sickness.
• Closing maintenance calls at month-end.
• Compiling reports including contract margins, weekly hours, and service call transactions.
• Liaising with site contacts to schedule work and address overdue invoices.
• Preparing and sharing the weekly engineer diary.
• Maintaining a maintenance log and ensuring visits are completed within deadlines.
• Monitoring customer KPIs and ensuring compliance.
• Gathering information and preparing simple customer quotes.
• Supporting engineers with PPE and workwear requirements, including order submissions.
• Your Profile / Qualifications
• Compiling reports including contract margins, weekly hours, and service call transactions.
• Liaising with site contacts to schedule work and address overdue invoices.
• Preparing and sharing the weekly engineer diary.
• Maintaining a maintenance log and ensuring visits are completed within deadlines.
• Monitoring customer KPIs and ensuring compliance.
• Gathering information and preparing simple customer quotes.
• Supporting engineers with PPE and workwear requirements, including order submissions.
• Your Profile / Qualifications

This role combines strong administrative capability with a customer-facing element. We’re looking for someone with a positive attitude, strong communication skills, and the ambition to grow and develop within the role.

• Previous administrative experience, ideally in a service or technical environment.
• Experience working collaboratively within a team.
• Proficiency in Microsoft Office; SAP experience preferred.
• Strong attention to detail and ability to multitask effectively.
• Excellent verbal and written communication skills.
• Customer-focused with strong interpersonal skills.
• Good financial awareness and ability to analyse margins.
• A team player who thrives in a fast-paced environment.
• Calm under pressure with proven problem-solving skills.
• Self-motivated, adaptable, and able to work independently.
• Flexible with working hours to support a 24/7 business.
• Did we spark your interest?Then please click apply above to access our guided application process.
• Excellent verbal and written communication skills.
• Customer-focused with strong interpersonal skills.
• Good financial awareness and ability to analyse margins.
• A team player who thrives in a fast-paced environment.
• Calm under pressure with proven problem-solving skills.
• Self-motivated, adaptable, and able to work independently.
• Flexible with working hours to support a 24/7 business.
• Did we spark your interest?Then please click apply above to access our guided application process.