Service Operations Administrator

Service Operations Coordinator

Position Details

Job Title: Service Team Administrator 

Department: Service Operations

Location: Zoeterwoude, Netherlands

Reports To: Service & Operations Manager Benelux

Employment Type: Full-Time

Summary

The Service Operations Coordinator is a critical support role within Benelux

Service organization. By providing cross-functional support across parts sales, service coordination, planning, invoicing, purchasing, and customer service activities, the role helps ensure continuity of operations, excellent customer service, and effective team performance.

Role Purpose

The Service Team Administrator is a key member of the Service Operations team, providing comprehensive administrative and operational support across service, parts, planning, purchasing, and invoicing functions.

The primary purpose of the role is to ensure business continuity by acting as a flexible and capable backup resource across the service support team. The successful

candidate will be trained to support multiple disciplines and be able to temporarily

assume responsibilities in Parts Sales, Service Coordination, Planning, and Invoicing during periods of absence, sickness, annual leave, or increased workload.

This position requires a highly organized individual with strong communication skills, excellent attention to detail, and the ability to manage multiple priorities within a fast-paced customer-focused environment.

Key Responsibilities

Parts Administration & Sales Support

• Identify spare parts using technical documentation and system tools.
• Conduct technical spare parts lookups.
• Prepare and issue quotations for spare parts and maintenance services.
• Process customer orders from quotation acceptance through to delivery.
• Maintain and update spare parts pricing structures.
• Support customers with product and parts enquiries.
• Provide backup support for the Parts Sales function when required.

Service Coordination Coordinate service activities and engineer scheduling.

• Support the planning of preventative maintenance visits and breakdown services.
• Maintain service records and customer communications.
• Monitor open service calls and ensure timely follow-up.
• Provide cover for Service Coordinators during absence or peak periods.

Planning Support

• Assist with resource allocation and service planning activities.
• Coordinate engineer availability, travel requirements, and customer schedules.
• Support workload balancing to maximise service efficiency.
• Provide planning cover as required.

Invoicing & Financial Administration

• Prepare and process service and parts invoices accurately and promptly.
• Verify service reports and supporting documentation prior to invoicing.
• Resolve invoice queries and discrepancies.
• Support month-end administration activities.
• Provide invoicing support during periods of absence or increased demand.

Purchasing & Supplier Management

• Raise purchase orders for materials and services.
• Liaise with suppliers regarding availability, pricing, and deliveries.
• Monitor supplier order progress.
• Escalate supply chain concerns where necessary.

Inventory & Logistics

• Support inventory management activities.
• Monitor stock levels and replenishment requirements.
• Coordinate incoming and outgoing shipments.
• Maintain inventory accuracy within company systems.
• Assist with warehouse and logistics administration.

Project Support

• Support project teams with documentation and administration.
• Coordinate project-related materials and logistics.
• Track deliveries and maintain project records.
• Assist with documentation control and filing.

Customer Service & Communication

• Deliver professional customer service to internal and external stakeholders.
• Respond to customer enquiries in a timely and professional manner.
• Build positive relationships with customers, suppliers, engineers, and colleagues.
• Communicate effectively in Dutch and English, both verbally and in writing.

Core Responsibilities

• Maintain continuity of service operations through cross-functional support.
• Ensure high levels of accuracy in all administrative tasks.
• Support departmental performance and customer satisfaction objectives.
• Follow company policies, procedures, and operational standards.
• Contribute to continuous improvement initiatives.
• Demonstrate flexibility and willingness to support all service functions.

Skills & Experience Essential

• MBO+ level education or equivalent experience.
• Minimum 3 years' experience in an administrative, service coordination, operations support, customer service, or commercial support role.
• Strong organisational and multitasking skills.
• Excellent attention to detail.
• Proficient in Microsoft Office applications.
• Experience working with ERP systems.
• Strong communication and interpersonal skills.
• Fluent Dutch and English language skills.
• Ability to prioritise workload and meet deadlines.

Desirable

• Experience within an engineering, industrial, manufacturing, or technical service environment.
• Knowledge of technical products or spare parts administration.
• Experience with service planning or dispatching engineers.
• Understanding of inventory management and purchasing processes.

Competencies

• Customer Focus
• Teamwork & Collaboration
• Adaptability & Flexibility
• Communication Skills
• Attention to Detail
• Problem Solving
• Accountability
• Planning & Organisation
• Commercial Awareness
• Initiative

Key Performance Indicators (KPIs)

• Accuracy of quotations, orders, and invoices.
• Customer response and resolution times.
• Service administration completion rates.
• Inventory accuracy.
• Order processing efficiency.
• Ability to provide effective operational cover across multiple functions.
• Contribution to overall team performance and customer satisfaction.

Working Relationships Internal

• Service Engineers
• Service Coordinators
• Parts Team
• Sales Team
• Finance Team
• Project Team
• Operations Management

External

• Customers
• Suppliers
• Logistics Providers
• Service Partners

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