Service Department Administrator - Printing Machine

Key Responsibilities: 

1. Service Scheduling & Coordination 

• Coordinate and schedule service visits, installations, and preventive maintenance with customers and engineers. 
• Update and maintain engineer work schedules and travel plans

2. Customer Communication & Support 

• Act as the contact point for service requests and inquiries from customers. 
• Follow up on pending service issues and ensure customer satisfaction after job completion. 

3.Documentation & Reporting 

• Prepare service reports, job sheets, and service summaries from engineers. 
• Maintain and update service databases (e.g., machine history, service records). 
• Assist in the preparation of monthly reports for internal and HQ use. 

4. Parts & Quotation Handling 

• Coordinate with the Spare Parts Department for service parts ordering and delivery. 
• Prepare service quotation drafts for customer approval and liaise with the accounts team for invoicing. 

5. Administrative Duties 

• Support engineers with travel bookings, visa applications, and expense claims. 
• Maintain proper filing systems for all service-related documents and customer correspondence. 

6. Support Training and Warranty Programs 

• Assist in organizing training sessions for engineers and customers. 
• Monitor warranty status and ensure proper documentation for warranty claims and Machine Health Check programs. 

7. Liaison with Distributors & HQ 

• Communicate with ASEAN distributors for service-related coordination. 
• Assist in consolidating data and reports for HQ service meetings and audits. 

Requirements:

• Diploma or Degree in Business Administration, Technical Management, or a related field.
• 2–3 years of experience in a similar administrative role, preferably in a technical or service-based industry.
• Strong organizational skills with attention to detail.
• Excellent communication skills in English (spoken and written); knowledge of Mandarin is a plus.
• Proficient in MS Office (Word, Excel, PowerPoint); experience with ERP or service management systems is an advantage.
• Able to multitask, prioritize, and work in a fast-paced environment.

Personal Attributes:

• Responsible and proactive.
• Good interpersonal skills and a team player.
• Able to handle confidential information with integrity.
• Customer-oriented with a positive attitude.