Job Description

At Kinetico, we are improving lives through better water. We are the world's leading manufacturer of high quality water treatment products. We never stop innovating and are always working to improve our products and the way we bring better water to our customer's homes. We believe in creating a fun and energetic working atmosphere, bringing together a team of intelligent, caring, thoughtful and dedicated people to inspire us in delivering exceptional customer service. Due to increasing growth and exciting new prospects, Kinetico are looking for engaging, enthusiastic and customer focused people to join our fantastic team.

The Role

The Customer Service Administrator plays a key role in supporting the smooth and efficient operation of Kinetico UK's Commercial Service function. The role is responsible for ensuring all administrative tasks are completed efficiently including sales order preparation and support, technician material allocation, and the timely closure and invoicing of completed jobs in SAP.

The position requires strong attention to detail, excellent administrative capability, and a proactive approach to supporting the Customer Service and Field Operations teams. The role ensures that customers receive clear communication, technicians are fully prepared for their visits, and all financial and system-based tasks are completed accurately to enable timely revenue recognition.

Key Areas of Responsibility:

Sales Order Preparation & Job Administration

Prepare sales orders accurately in SAP and Salesforce based on information from Customer Service Advisors, Sales, and Service teams. Validate customer details, pricing, product codes, and order requirements prior to job creation. Ensure all relevant documentation is captured and organised within CRM/ERP systems. Assist in maintaining accurate and up-to-date customer records and file structures.

Technician Stock & Job Preparation Support

Prepare technician job packs, ensuring required parts, stock, and documentation are available prior to job allocation. Coordinate with Warehouse/Logistics to confirm parts availability and resolve discrepancies. Support technicians with queries related to job materials, documentation, or customer details. Track technician stock usage and ensure system updates reflect accurate inventory movement.

Job Closure, Pricing Validation & Invoicing

Own the process of job closure in SAP/Salesforce, ensuring all completed service and installation tasks are properly recorded. Verify labour, materials, and pricing details before invoicing. Correct and escalate pricing or data discrepancies where required. Raise invoices accurately and in a timely manner to support proper revenue recognition. Ensure all documentation, signatures, and compliance checks are completed before job closure.

Customer Communication & Support

Provide high-quality administrative support to the Customer Service team in delivering excellent customer experiences. Respond to customer queries related to orders, scheduling, or invoicing, ensuring clear and professional communication. Help manage inboxes, phone support, and escalations where required. Support proactive communication to customers regarding parts availability, delays, or job updates.

Reporting, Compliance & Process Improvement

Assist with generating operational reports such as job status, invoicing progress, technician utilisation, and backlog. Ensure all system entries comply with internal audit, financial, and operational standards. Identify administrative bottlenecks or recurring issues and recommend improvements. Support the wider team during busy periods, holidays, or project initiatives.

Team Support & Cross-Functional Collaboration

Work collaboratively with Customer Service Advisors, Field Operations, Sales, Warehouse, and Finance. Provide administrative support for meetings, documentation updates, and project tracking. Contribute to a positive, supportive team environment focused on service excellence and continuous improvement.

Key Competencies:

Attention to Detail

- strong accuracy in data entry, pricing validation, and documentation.

Organisation & Time Management

- ability to manage workload, prioritise tasks, and meet deadlines.

Customer Orientation

- committed to providing responsive, helpful support to internal and external customers.

Communication

- clear, professional verbal and written communication skills.

Problem-Solving

- proactive in identifying errors, inconsistencies, and process issues.

Team Collaboration

- ability to work effectively with Customer Service, Warehouse, Technicians, and Finance.

Systems Capability

- comfortable working across ERP/CRM platforms and administrative systems.

Qualifications and Experience:

Education

GCSEs or equivalent (including Maths and English) (essential). Further education in administration, business, or customer service (desirable).

Professional Experience

Experience in an administrative, order processing, customer service, or operations support role. Experience working with ERP or CRM systems (SAP and Salesforce highly advantageous). Background in technical service, field service, or product-based businesses preferred. Experience handling invoicing, job administration, or stock-related tasks beneficial.

Technical Skills

Proficient in SAP, Salesforce, or similar order management and CRM platforms. Strong Microsoft Office skills (Excel, Outlook, Word). Good numerical accuracy for pricing and invoicing checks.

Additional Assets

Experience working within technical, service engineering, or installation-based environments. Familiarity with basic stock control or warehouse processes. Positive, proactive attitude with willingness to learn and develop.

Organizational Context:

The Customer Service Administrator is an essential support role within Kinetico UK's Commercial operations, ensuring the accurate preparation, delivery, and closure of commercial service jobs.

Working closely with Customer Service, Field Operations, Warehouse, and Finance, the role ensures operational accuracy, strong customer service support, and timely invoicing. Through effective administration, attention to detail, and collaboration, the Customer Service Administrator helps enable efficient service delivery and supports the growth of the Commercial business.

Job Type: Full-time

Pay: 23,000.00-26,000.00 per year

Benefits:

Company events Company pension Employee discount Free parking Health & wellbeing programme On-site parking Private medical insurance Transport links
Work Location: In person