Job Description

Overview:

Rapiscan Systems is an industry leader in detection technology, providing cargo and vehicle inspection systems and services for ports, borders, military, high-threat facilities, and checkpoints to help customers combat terrorism, drug smuggling, illegal immigration, and trade fraud. We offer a broad array of scanning system configurations that leverage low-, medium-, and high-energy X-ray technology--or multiple X-ray technologies--to address each customer's unique security application requirements. Our commitment to excellence in imaging performance, innovative design, and uncompromising quality ensures our solutions consistently deliver best-in-class imaging, high reliability, and operator satisfaction, to help customers find threats and contraband with ease and confidence

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About the Role

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We're looking for a proactive and highly organised Service Administrator to support our Field Service Department. This is a pivotal role that ensures smooth operations across service logistics, compliance, and internal coordination.
Responsibilities:
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Administrative Support

Provide comprehensive support to the Field Service team. Prepare and maintain documentation, reports, and presentations.
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Security & Compliance

Manage new and renewal pass requirements for airports and CTC clearance. Coordinate with authorised signatories to ensure timely documentation.
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Uniforms & Tooling

Order and track Field Service Engineer (FSE) uniforms. Maintain tooling asset register and coordinate replenishments.
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Equipment & Software Management

Assist with scheduling and documentation for X-ray machine maintenance. Track software licenses and manage renewals and purchase orders. Oversee radiation/multi-meter requirements across UK/EU, including swaps and renewals.
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Fleet Administration

Manage fleet car scheduling, maintenance, and compliance. Maintain accurate records of vehicle usage and service history.
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Timesheets & Payroll

Collect and process timesheets and overtime requests. Support payroll documentation and ensure accurate reporting.
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Office & Data Management

Maintain office supplies and coordinate facility needs. Keep departmental contact lists and databases up to date. Support data entry and analysis for service initiatives.
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Communication & Coordination

Act as a key point of contact for internal and external service-related inquiries. Facilitate effective communication across departments.
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Additional Duties

Support service events, meetings, and training sessions. Assist with special projects as assigned by Customer Service Managers.



Qualifications:

We're looking for someone who brings:Proven experience in administrative support, ideally within an engineering or technical setting. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong organisational and multitasking skills. Excellent written and verbal communication. High attention to detail and problem-solving ability. Ability to work independently and collaboratively. * Familiarity with fleet management, timesheet processing, and callout services is a plus.