Job Description

Provide efficient travel coordination and administrative support to the Warranty Department. Ensure smooth field service operations, accurate data management, and effective use of systems including Salesforce, SAP, and Kronos. Act as deputy support when required and contribute to reporting, analysis, and continuous process improvement.

Key Responsibilities

Travel & Field Support

Manage all travel arrangements for field and office teams (flights, hotels, visas, taxis, hire cars, baggage)

Ensure compliance with company travel policy and approved suppliers

Maintain staff travel documents and "Away List" for payroll tracking

Produce and manage travel authorisation documents and itineraries

Operational Support & Deputising

Deputise for Warranty Field Service functions during absence of managers

Support overseas coordination and urgent field service requirements

Provide hospitality support for visitors and external stakeholders

Data, Systems & Reporting

Maintain accurate records in Salesforce, SAP, and customer databases

Monitor and follow up warranty claims and support proactive resolution

Administer CSI (Customer Satisfaction Index) reporting and analysis

Maintain Warranty and Quality KPI presentations

Support Distributor Service Bulletins (DSBs), mailshots, and response tracking

Administration & Office Support

Record and reconcile credit card expenses with receipts

Manage document filing, archiving, and record storage (electronic and physical)

Take meeting notes, distribute actions, and support communications

Maintain absence, holiday, and sickness records via Kronos

Provide general administrative support (emails, calls, documents, presentations)

Compliance & Coordination

Handle sensitive data including passports, customer records, and warranty information in line with confidentiality requirements

Ensure adherence to company policies and procedures at all times

Coordinate with internal departments, distributors, suppliers, customers, and field teams

Essential Skills & Experience

Fluent written and spoken English

Strong numerical and data accuracy skills

High-level proficiency in Microsoft Office (Word, Excel, PowerPoint, Email, Internet research)

Experience or ability to learn systems such as Salesforce, SAP, Kronos

Strong organisational and document preparation skills

Ability to work independently with minimal supervision

Personal Attributes

Highly organised with strong attention to detail

Able to multitask and prioritise under pressure

Flexible and responsive to urgent operational needs

Proactive approach to improving processes and cost efficiency

Professional communication skills (written and verbal)

Working Environment

Fast-paced, deadline-driven global support role

Requires flexibility in working hours to support overseas operations

Frequent interaction with internal teams, customers, distributors, and suppliers

Must maintain a professional office environment at all times