Technical Services Administrator at Unique Personnel

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.

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Inherent Requirements    

Requirements:

• 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