Service Administrator - Leeds

Administration & Secretarial

United Kingdom, Leeds

September 24 2026

Full time

Permanent

Job benefits

Competitive salary and bonus scheme

Continuous personnel development (e-learnings & projects)

Free day to volunteer

About the position

GEA is one of the world’s largest systems suppliers for the food, beverage and pharmaceutical sectors. Our portfolio includes machinery and plants as well as advanced process technology, components and comprehensive services. Guided by a strong sense of purpose, our more than 18,000 dedicated employees work to enhance the sustainability and efficiency of production processes globally.

Your responsibilities and tasks

We are looking for an organised and motivated Service Administrator to join our growing team. This role is ideal for someone who is keen to develop their skills within a busy service and operations environment.

You will play a key role in supporting our engineers and service team, ensuring smooth day-to-day operations, and delivering excellent customer service. Full training will be provided, and there will be genuine opportunities to develop your skills within the business.

You will support the service function across a wide range of activities, including:

• Setting up new customers, including completing handover documentation and credit checks
• Raising and managing service calls
• Creating purchase orders, overhead POs, and processing credits
• Issuing Field Service Engineer (FSE) work orders and processing timesheets and reports
• Reviewing margins and preparing invoices
• Assisting with quarterly on-call rotas for 24-hour engineer coverage
• Approving engineers’ daily hours
• Maintaining records of holidays, lieu days, sickness, and absences
• Closing out maintenance calls monthly
• Compiling service reports (e.g., contract margins, weekly engineer hours, transaction reports)
• Liaising with site contacts to schedule works and follow up on outstanding invoices
• Preparing and distributing weekly engineer diaries
• Maintaining maintenance logs and ensuring visits are completed on time
• Monitoring customer KPIs
• Gathering information and preparing simple customer quotations
• Supporting engineers with PPE and workwear requests

Working Pattern: Fully office-based – 5 days per week

Hours: 8:00am – 4:30pm (30-minute break)

Your profile and qualifications

• Previous administrative experience (ideally within a service, engineering, or technical environment — though full training will be provided)
• Strong attention to detail
• Ability to manage multiple tasks and prioritise effectively
• Confident verbal and written communication skills
• Customer-focused approach
• Comfortable working collaboratively within a team
• Good working knowledge of MS Office
• SAP experience is advantageous but not essential
• Basic financial awareness (training can be provided)

About GEA

GEA is one of the largest suppliers for the food and beverage processing industry and a wide range of other process industries. Approximately 18,000 employees in more than 60 countries contribute significantly to GEA’s success – come and join them! We offer interesting and challenging tasks, a positive working environment in international teams and opportunities for personal development and growth in a global company.

Why join GEA

GEA is an equal opportunity employer. Applicants will therefore receive consideration for employment without regard to age, sex, race, color, religion, world view, national origin, genetics, disability, gender identity, marital status, sexual orientation, veteran status or any other protected characteristic required by applicable law. Applicants with disabilities are welcome and will be given special consideration if they are equally qualified.

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