About XYZ
XYZ Machine Tools LTD, founded in 1984, is the largest machine tool supplier in the UK, selling over 25,000 CNC machines a year. XYZ supply a range of CNC metal working machines including lathes, milling machines. We also hold ISO 9001 and ISO14001 quality and environmental accreditations. We have a modern 98,000 sq ft facility situated 5 minutes from the M5 (J27) easily accessible from Taunton, Wellington, Tiverton and Exeter.
Job Role
XYZ Machine Tools is looking for a Service Administrator to join our service team .
The Service Administrator provides administrative and customer support to the Service Department, ensuring the efficient coordination of service activities, customer communications, quotations, order processing and service documentation. The role acts as a key link between customers, service engineers, schedulers, and internal departments to ensure a high standard of customer service and operational efficiency.
Key Responsibilities
- Manage and monitor service-related customer enquiries via email and telephone.
- Provide professional and timely responses to customer requests, directing enquiries to the appropriate personnel where required.
- Create and maintain service cases, ensuring all customer information and service requirements are accurately recorded.
- Prepare and issue service quotations in collaboration with service engineers and technical staff.
- Process customer purchase orders and create sales orders within company systems.
- Update work orders and communicate with scheduling teams to ensure service work is planned efficiently.
- Coordinate return visits and follow-up service activities by liaising with engineers and schedulers.
- Support incoming telephone calls and assist with office call overflow to maintain excellent customer service levels.
- Maintain accurate service records, documentation, and customer information within company databases.
- Work closely with service engineers, schedulers, parts personnel, and management to support departmental objectives.
- Ensure compliance with company procedures and quality standards.
Skills & Experience
Essential
- Previous experience in an administrative, customer service, or service support role.
- Strong organisational and time management skills.
- Excellent verbal and written communication skills.
- Good working knowledge of Microsoft Office applications.
- High level of accuracy and attention to detail.
- Ability to manage multiple tasks and priorities effectively.
- Strong customer service focus.
Personal Attributes
- Professional and approachable manner.
- Strong team player with the ability to build effective working relationships.
- Proactive and self-motivated.
- Adaptable and able to work in a fast-paced environment.
- Reliable with a strong sense of responsibility.
- Committed to delivering excellent customer service.
What can we offer
XYZ offers an excellent work environment with an employee focused culture.
- 25 days holiday with the additional Bank holidays including Christmas shutdown.
- Free parking, Easy commute (no heavy Traffic),
- Health Cashback policy, Company Pension
- Working hours - 7.45am – 5.00pm Monday to Thursday, 8.30am to 12.30pm Fridays
Pay: £27,000.00-£30,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
