Service Administrator Reference Number - 0123445567567

Location Ashford

Working Hours 42.5

Benefits Can be discussed at later interview stages

Salary Competitive Salary

Closing Date 30/05/2026

Service Administrator

Location:Ashford

Role Purpose

The Service Administrator plays a key role in supporting the service and aftersales function across multiple depots. This position ensures warranty processing, invoicing, and service administration are completed accurately, efficiently, and in line with manufacturer and company standards.

This is a varied and detail‑focused role, working closely with service managers, technicians, and customers to support operational performance and high levels of customer satisfaction.

Key Responsibilities

Warranty & Service Administration

Process warranty claims accurately and within manufacturer deadlines.
Monitor and manage warranty work in progress (WIP) across assigned depots.
Administer extended warranties for multiple machinery brands.
Track unresolved claims and escalate issues where necessary.
Carry out regular warranty audits and checks.

Invoicing & Financial Support

Raise daily invoices for warranty, retail, and internal jobs.
Ensure accuracy, correct coding, and margin protection.
Liaise with accounts teams to resolve invoice and finance queries.
Support debt resolution and internal reporting.

Operational Coordination

Travel between depots to support service administration requirements.
Maintain and develop service management systems knowledge.
Support telematics administration and service scheduling.
Produce weekly and monthly performance reporting.

Health & Safety & Compliance

Support health and safety audits including PPE, fire safety, and vehicle checks.
Assist with risk assessments and first aid coordination.

General Administration

Provide telephone support and handle service‑related enquiries.
Administer technician time logging and Service App systems.
Support the introduction of new systems and processes.

Skills, Knowledge & Experience

Previous experience in service administration or a similar support role.
Strong understanding of warranty processes and invoicing procedures.
Excellent organisation and attention to detail.
Strong communication and customer service skills.
IT literate with experience of service or workshop systems.
Ability to manage multiple priorities in a fast‑paced environment.

Desirable

Knowledge of agricultural, construction, or machinery environments.
Experience with telematics or service scheduling tools.

Diversity & Inclusion

Haynes Bros. Ltd is committed to diversity and equal opportunities. We welcome applications from all individuals regardless of gender, marital status, civil partnership status, parental status, race, ethnic origin, colour, nationality, disability, sexual orientation, religion or belief, age, gender reassignment, identity, or caring responsibilities.

Only applicants shortlisted for interview will be contacted. We thank all applicants for their interest.

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Company Info

Financial Disclosure

Haynes Brothers Limited is an Appointed Representative of Automotive Compliance Ltd who is authorised and regulated by the Financial Conduct Authority (FCA No. 497010). Automotive Compliance Ltd’s permissions as a Principal Firm allows Haynes Brothers Limited to act as a credit broker, not a lender, for the introduction to a limited number of lenders, and to act as an agent on behalf of the insurer for insurance distribution activities only.

We are a credit broker and not a lender. We can introduce you to a carefully selected panel of lenders, which includes manufacturer lenders linked directly to the franchises that we represent. We act on behalf of the lender for this introduction and not as your agent. We are not impartial, and we are not an independent financial advisor.

Our approach is to introduce you first to the manufacturer lender linked directly to the particular franchise you are purchasing your vehicle from, who are usually able to offer the best available package for you, taking into account both interest rates and other contributions. If they are unable to make you an offer of finance, we then seek to introduce you to whichever of the other lenders on our panel is able to make the next most suitable offer of finance for you. Our aim is to secure a suitable finance agreement for you that enables you to achieve your financial objectives. If you purchase a vehicle, in the majority of cases, we will receive a commission from your lender for introducing you to them which is either a fixed fee, or a fixed percentage of the amount that you borrow. This may be linked to the vehicle model you purchase.

Different lenders pay different commissions for such introductions, and manufacturer lenders linked directly to the franchises that we represent may also provide preferential rates to us for the funding of our vehicle stock and also provide financial support for our training and marketing. But any such amounts they and other lenders pay us will not affect the amounts you pay under your finance agreement; however, you will be contributing towards the commission paid to us with the interest collected on your repayments. Before we propose you to a potential lender, we will inform you of the likely amount of commission we will receive and seek your consent to receive this commission. The exact amount of commission that we will receive will be confirmed prior to you signing your finance agreement.

All finance applications are subject to status, terms and conditions apply, UK residents only, 18s or over. Guarantees may be required.

Haynes Agricultural Limited, Haynes Agritec Limited , Haynes Brothers Limited, Haynes of Maidstone Limited, Haynes Trucks Limited.

Registered in England & Wales: 00048511

Registered Office: Address: 23 Ashford Road, Maidstone, ME14 5DQ

Data Protection No: Z5658230

Firm Reference Number: FRN 1001070

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