Service Administrator

Job PurposeThe job holder ensures accurate and efficient processing of field service and workshop jobs, including invoicing and documentation, while updating WIP and revenue forecasts, maintaining ISO compliance, and handling administrative tasks and employee matters as needed.Core Responsibilities: Provide comprehensive administrative support to Department Managers and ensure the timely execution of assigned tasks and departmental requirements.Maintain and manage office administrative systems, ensuring the proper organization, filing, storage, and retrieval of employee records, documents, correspondence, and electronic information.Coordinate and follow up on employee-related matters with internal departments and external service providers, including HR, Purchasing, tailoring companies, and other relevant parties, covering onboarding, offboarding, and general employee administration.Prepare and process LPRs, Purchase Orders (POs), and payment requests through the company's designated SAP system, ensuring compliance with established procedures.Manage incoming and outgoing correspondence, including sorting, distributing, coordinating, and dispatching documents to the relevant departments and locations.Prepare and issue customer invoices, ensuring accuracy and timely processing.Prepare, process, and coordinate temporary and permanent gate passes as required.Provide administrative support for shipment, transportation, and logistics-related requirements.Ensure all administrative activities are carried out in accordance with departmental policies, company procedures, and established guidelines.Assist in preparing, compiling, and submitting regular departmental reports and other administrative documentation.Maintain and regularly update supplier and customer contact databases to ensure accurate and accessible records.Prepare, submit, and reconcile expense claims and petty cash transactions in accordance with company policies.Provide general clerical and administrative assistance to departmental personnel and support other staff with their administrative requirements when necessary.Monitor and follow up on outstanding payments, including supplier invoices and employee expense claims, to ensure timely settlement.Coordinate staff travel and accommodation arrangements, including hotel reservations, flight bookings, visa applications, and insurance processing.Comply with statutory Health and Safety responsibilities by taking reasonable care of personal health and safety, as well as that of others who may be affected by work-related activities or omissions.Support and ensure the implementation of applicable Quality, Environmental, Health, and Safety (QEHS) policies, procedures, and programs within the assigned area of responsibility.Undertake any other administrative or operational duties assigned by the Director, in line with departmental and business requirements.Educational Background & ExperienceBachelor’s degree in business administration, engineering, or a related field is often preferred.Minimum 2-4 years of experience in service administration, customer service, or a related role.Aftersales administration experience in an engineering/automotive company.Experience in the power generation industry or with technical service administration is beneficial.Proficiency in service management software, SAP and Microsoft Office Suite.Competencies and SkillsStrong ability to manage multiple tasks, maintain accurate records, and ensure compliance with processes.Excellent verbal and written communication skills for interacting with customers and internal teams.Strong analytical skills to address customer inquiries and resolve issues effectively.Ability to ensure accuracy in documentation and administrative processes.Strong English communication skills, Arabic preferred.