Sales/Service/Contracts Administrator

Posted on: 2018-05-01

Sector: Admin / Secretarial / Office Support

Position: Contracts Administrator

Location: Berkshire

Type: Permanent / Full Time


Sales/Service/Contracts Administrator
£22,000 – £24,000 per annum
Mon – Fri 9.00am – 5.30pm
The successful candidate will be responsible for providing administrative support within the Sales / Service Department, creating quotations, processing orders and service contracts, handling enquiries and raising invoices. To ensure the smooth operation of the service / sales operation, and that all work is accounted for on completion.
Use administration skills to ensure that customers’ expectations are met in a correct and efficient manner by communicating with all departments and directly with our customers primarily by telephone and email.

  • Front line customer support and call handling; advising on product, price availability and order status.
  • To be responsible for all relevant sales order entry; updating notes where applicable.
  • Working on company in house management system (HANSA) and service management system (ASTEA) (SAP Summer 2018)
  • Ensuring the Area Sales Managers are made aware of any major customer order or service issue.
  • Working closely with the Area Sales Managers and providing the necessary administrative support.
  • Maintaining and updating the customer database and contact list as required.
  • Co-ordinating diaries using Outlook and setting up appointments for the Area Sales Managers/Engineers.


  • To allocate service work and call-out requests to the appropriate engineers, recording details as required on relevant systems.
  • To deal with queries regarding engineers’ visits and all non-technical matters relating to the general running of the service department.
  • To maintain accurate service records and prepare reports when requested by internal sources and corporate account holders.
  • Liaise with loan/demo coordinator to ensure loan/demo stock is made available to customers where possible.
  • To liaise with the sales force to ensure that priorities relating to customers’ orders, installations, and the configuration of products are agreed.


  • To deal with customer service contract and invoice enquiries by E-mail and telephone.
  • To create quotations for service contracts/extended warranties and invoices relating to the above.
  • To maintain accurate service contract records with regards to equipment and serial numbers on the company management system HANSA/SAP/ASTEA.
  • To provide administration support to Sales Office Manager/UK Service Manager where necessary.
  • To send out renewal quotations to customers where necessary, this to include both contract expiry and end of warranty periods. To be pro-active and maximise the opportunity to sell service contracts.
  • To produce reports and spreadsheets for various service providers using Excel.
  • To comply with all relevant health and safety legislation.
  • To maintain a good working relationship with other departments.
  • To work within the procedures defined by the Company’s Q.A. systems.
  • To attend internal and external training courses as and when required.
  • To assist with the training of new staff.
  • To attend exhibitions where agreed.


  • Pension scheme
  • 23 days holiday + bank holidays – rising with service
  • Health insurance
  • Life insurance
  • Income protection
  • Dental insurance
  • Childcare voucher scheme

Consultant Details

Chantal Cleminson

Recruitment Manager

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