Technical Services Administrator

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Position Overview:
As Technical Services Administrator, you will play a critical coordination role supporting the repair workshop and field technical service team. You will be responsible for administration, job cards, quotations, invoicing, planning support, reporting, stock coordination, customer communication, and ensuring accurate traceability of service activities.

You will work closely with technicians, management, customers, suppliers, and internal departments to ensure efficient workflow and high service standards.

This role requires excellent organisation, strong communication skills, high attention to detail, and the ability to manage multiple priorities in a technical environment.

Job Purpose

To support and coordinate Technical Services activities for the Olympus repair workshop and field service team. To ensure accurate administration, reporting, traceability, customer communication, and timely processing of service-related tasks. To support quality and compliance requirements of the respective OEM’s and internal systems while contributing to efficient and professional service delivery.

Key Responsibilities:

• Log, update, and close job cards for workshop and field service activities.
• Coordinate quotations, approvals, invoicing, credits, and customer follow-up.
• Prepare and maintain accurate service documentation and records.
• Support planning and scheduling of workshop repairs and field technician activities.
• Track repair progress, turnaround times, and service status updates.
• Coordinate stock, spare parts requests, backorders, and purchasing support.
• Produce monthly operational reports, KPI reports, and service dashboards.
• Communicate professionally with customers regarding service status, quotations, delays, and completions.
• Support calibration, tooling, and asset administration records.
• Maintain traceability of devices, repairs, parts usage, and technician activity.
• Assist with audit preparation and compliance documentation.
• Provide general administrative support to the Technical Services department.

Relevant qualification in administration, business, supply chain, finance, or technical support advantageous.

• Minimum 3 years administration experience in a technical service, workshop, logistics, healthcare, or engineering environment.
• Strong proficiency in Microsoft Office suite (Excel, Word, Outlook, PowerPoint) - advanced Excel advantageous.
• Experience with ERP, CMMS, CRM, or service management systems advantageous.
• Strong organisational skills with ability to manage multiple priorities.
• High attention to detail and data accuracy.
• Strong communication skills - written and verbal.
• Ability to interact professionally with customers, technicians, and management.
• Understanding of stock control, invoicing, quotations, and reporting processes advantageous.
• Regulatory Knowledge: Exposure to ISO quality systems or controlled environments advantageous.
• Customer Focus: Strong commitment to service excellence and professionalism.
• Problem-Solving Skills: Ability to identify issues early and coordinate solutions.