Job Description

We are seeking a detail-oriented and proactive Service Admin to support our technical service team in the coordination, documentation, and administration of service activities. This role acts as a critical link between customers, service technicians, and internal departments to ensure smooth and efficient service operations.

Key Responsibilities

• Manage service documentation, including work orders, service reports, and maintenance records.
• Performing the administrative tasks, allowing the Service Technicians to perform their work; Creating Quotations & follow-up, Create and prepare Work Orders, Prepare and organize Material collections & shipments.
• Performing the administrative tasks concerning Work Order completion, Customer Order processing and Invoicing Service work. Verify and correct customer purchase orders, completing and invoicing Work Orders, including customer communication

• Organize in-house repairs by informing the customer on shipment procedures, collecting mandatory information, Organize return shipment. etc.

• Assist in Organizing trainings for customers and distributors. Including communication, logistics, certification, etc.
• Assist in Maintenance Contract Management: Active Promotion of Service Contracts, Insight in active contracts & revenue generation, Establishment of the contract, Commerciale offer, Invoicing preparation, Visit scheduling assistance, follow-up of the contract visits,
• Assist in Monitoring the admin KPI for the service (Customer satisfaction, Service Contract, Training, ..)
• Assist Finance in chasing Open Invoices (Accounts Receivable)
• ERP and CRM data entry and upkeep when needed.
• Assistance for engineer and material planning when needed
• Informs the Team Lead of any exceptional orders or issue link to the products
• Ensures good relationship with customers
• Collaboration & back-up of other service admin” & “admin process improvements

Required profile and skills

• Well organized
• Proactive
• Excellent communication skills
• Fluent in Dutch and English (German or French would be a plus)
• Good analytical skills