Service Administrator

Setup and Location: Onsite - Ortigas

Work Schedule: 9:00 AM - 6:00 PM GMT | 5:00 PM - 2:00 AM PHT

Employment Type: Full-Time

Ready to do work that actually excites you?

The Remote Service Administrator provides end-to-end administrative and operational support to the UK Service Department, ensuring efficient coordination of service engineers, monitoring systems, quotations, and service orders.

This role is fully designed for offshore delivery. The successful candidate will act as a central operational hub, supporting UK-based field engineers and internal stakeholders through structured processes, accurate system management, and timely communication.

The role requires someone experienced in service administration, field service coordination, or technical operations support, who is highly organised, process-driven, and comfortable working independently with minimal supervision.

What You'll Do

You'll be the kind of person who:

Service & Monitoring Administration

• Act as the primary remote contact for monitoring-related service administration

• Manage RTO monitoring renewals, including:

• Preparing quotations

• Following up with customers

• Progressing purchase orders through to confirmation

• Support UKAS calibration activities (in-house and on-site) through scheduling, documentation, and coordination

• Assist with monitoring system installations by managing pre-installation and post-installation administrative tasks

Engineer Coordination & Scheduling

• Coordinate and manage UK-based engineer schedules, including:

• Breakdowns

• Preventative maintenance (PM)
• Installations

• Calibrations

• Work closely with the Senior Service Engineer to:

• Pre-set up systems and job documentation

• Ensure engineers are fully prepared before site visits

• Arrange engineer travel and accommodation where required, following agreed processes

• Ensure engineers have the correct job details, documentation, and parts ahead of visits

Quotations, Orders & Stock Administration

• Raise service contract quotations using SAP (or equivalent ERP system)
• Follow up quotations with customers and internal stakeholders
• Process service orders and issue order confirmations
• Raise purchase orders for spare parts and consumables
• Manage spare parts stock records in collaboration with engineers and service management
• Confirm receipt of goods electronically and liaise with shipping and dispatch teams as required

Systems, CRM & Data Management

• Monitor and manage the shared service inbox, acting on enquiries or directing them appropriately

• Maintain accurate and up-to-date records across:

• CRM (Salesforce or equivalent)

• Service management systems

• ERP platforms (SAP or equivalent)

• Ensure all service activities are correctly logged, documented, and auditable

• Maintain high data accuracy standards to support reporting and service performance tracking

Collaboration & Continuous Improvement

• Work closely with UK-based service team members to ensure seamless service delivery
• Provide cross-coverage support during busy periods or team absences
• Proactively identify opportunities to improve administrative efficiency and service workflows
• Build and maintain working knowledge of products and service processes
• Support additional service administration tasks as required by business needs

Day-to-Day Activities (Remote)

• Processing service and monitoring quotations
• Scheduling and coordinating engineer workloads
• Managing service inbox communications
• Updating CRM, ERP, and service management systems
• Preparing documentation for upcoming service visits
• Following up open service orders and customer actions
• Supporting engineers before, during, and after site visits

What You Bring

We're looking for someone who:

Required Experience & Skills

Essential

• Proven experience in a service administration, field service coordination, or operations support role
• Experience working in a remote or offshore support environment
• Strong administrative and organisational skills with excellent attention to detail
• Confident working with ERP systems, CRM platforms, and service management tools
• Ability to manage multiple tasks, priorities, and deadlines independently
• Clear, professional written and verbal communication skills in English
• Process-driven mindset with the ability to follow structured workflows and SLAs
• Reliable internet connection and suitable remote working setup

Desirable

• Experience with SAP, Salesforce, or similar enterprise systems
• Familiarity with technical service, engineering, healthcare, or life sciences environments
• Experience supporting UK or European teams
• Understanding of service contracts, renewals, and preventative maintenance workflows
• (Training will be provided where required.)

Performance Expectations (Important for Outsourcing)

• Accurate and timely processing of quotations and service orders
• High data accuracy across all systems
• Adherence to agreed response times and service SLAs
• Clear documentation and handover of tasks
• Proactive communication with UK-based stakeholders

Personal Attributes

• Highly organised and dependable
• Proactive, solution-oriented mindset
• Comfortable working independently with accountability
• Collaborative and responsive when working across time zones

Why You'll Love Working Here

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents)
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary)
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more

Let's Talk

If you're thinking "this sounds like me"-it probably is. Click apply. We can't wait to meet you.