The Back Office Administrator supports the Service organization in the administrative management of service-related activities. The role ensures the correct handling of quotations, orders, contracts, billing plans, and service documentation, supporting the service team operating across the territory.
The position works closely with Service, Sales, and Finance, contributing to process efficiency, data accuracy, and compliance, with daily use of SAP S/4HANA and Salesforce.

Main Responsibilities:
• The receiving and registering of incoming customer calls whilst at all time maintaining a professional manner. Ensuring accurate recording of message and tasks
• Order spare parts for customers, engineers and stock ensuring records are kept up to date
• Manage and control local stock efficiently
• Coordinate with clients the occupational risk-prevention documentation required to obtain entry authorization for Malvern Panalytical technicians into their facilities
• Management of engineer Dispatch Console, using cases and Work Orders to track all activities




• Schedule Preventative Maintenance visits for all engineers on a monthly basis using the PM planner in SFL
• Quotations as per customers’ requests using the correct format ensuring that we have Terms and Conditions agreed
• Contracts administrator and Support agreement including quotes and at the end of warranty or contract end.
• Use SAP purchasing to raise requisitions as and when required
• To cover all business relevant tasks for absent staff in order to maintain business continuity
• Supporting return and repairs through correct systems.
• Monitoring and managing stock levels and audits across local service organization
• Preparation of quotations and maintenance contract offers
• Management of orders, order confirmations, and billing plans
• Monitoring invoices, installments, and contract due dates
• Administrative support for Public Administration documentation
• Support logistics activities (shipments, returns)
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📌 Customer Service Coordinator (Lissone)
🏢 Malvern Panalytical
📍 Lissone