Senior Administrator

The Senior Administrator is responsible for providing comprehensive administrative, customer service, inventory, logistics, ERP (SAP), and operational support to the Sales, Service, Rental, and Management teams. The role ensures the efficient coordination of customer orders, rentals, repairs, stock management, supplier procurement, and customer communications while maintaining high levels of accuracy, compliance, and customer satisfaction.

Key Responsibilities

Customer Service & Correspondence:

• Serve as a primary point of contact for customer enquiries relating to sales, repairs, rentals, calibrations, and logistics.
• Maintain professional and timely communication with customers via email and telephone.
• Provide updates to customers regarding repair status, order progress, delivery schedules, and rental contracts.
• Follow up on outstanding customer documentation including purchase orders and approvals for repairs.
• Assist in resolving customer queries and escalate issues where necessary.
• Maintain accurate customer records and correspondence within company systems.

Stock Management & Rental Fleet Control

• Manage and maintain the SAP system records for all HYTORC-owned Demo and Rental Fleet equipment.
• Ensure demo and rental inventory remain accurately allocated and available for operational requirements.
• Coordinate tooling readiness for dispatch, ensuring equipment is complete, calibrated, and correctly documented.
• Monitor and follow up on outstanding demo and rental equipment in the field.
• Assist with inventory control processes and stock accuracy initiatives.
• Support cycle counts and stock verification activities as required.

USA Orders & International Procurement

• Place weekly HYTORC USA orders in accordance with company procedures.
• Track and monitor all outstanding backorders and provide status updates to relevant departments.
• Liaise with HYTORC USA regarding shipment status, order confirmations, and delivery schedules.
• Verify stock availability within SAP to support quoting requirements from sales and repair teams.
• Maintain accurate purchasing and shipment documentation.
• Assist with import-related administration and coordination where required.
• Receipting of incoming shipment into SAP

SAP / ERP Processing

• Process customer orders accurately and timeously.
• Create and manage rental and demo contracts within SAP.
• Process rental off-hires and equipment returns.
• Complete demo contract closures and goods receipt processes.
• Generate and process repair invoices for customer equipment.
• Ensure transactional accuracy and compliance with company procedures.
• Maintain accurate master data and supporting documentation.

Logistics Coordination

• Coordinate collections and deliveries for sales, rentals, repairs, and calibrations.
• Arrange courier bookings and monitor shipment progress.
• Ensure all logistics documentation is complete and accurate.
• Communicate delivery schedules and shipment updates to customers and internal teams.
• Support urgent delivery requirements and escalation management.

Administration & Document Control

• Manage filing systems for processed sales, rental, repair, and procurement documentation.
• Ensure proper document retention and records management practices are followed.
• Maintain administrative systems and operational processes.
• Handle data capturing, record keeping, and document control activities.
• Prepare reports and maintain operational records as required.
• Assist departments with administrative support functions.
• Quotation & Order Verification
• Verify quotations prior to dispatch to ensure:
• All chargeable items are included.
• Freight charges are correctly applied.
• Rental charges are accurately reflected.
• Repair and service costs are complete.
• Ensure courier costs are charged where HYTORC-contracted couriers are utilized.
• Confirm all supplier purchase orders align with customer-approved quotations and orders.
• Identify and rectify discrepancies before processing.
• Reporting & Microsoft Excel
• Develop and maintain operational spreadsheets, trackers, and reports.
• Generate management reports and dashboards using Microsoft Excel.
• Monitor and report on stock movement, rentals, repairs, backorders, and customer service activities.
• Support data analysis and reporting requirements for management.

Year-End Responsibilities

• Assist with annual stock takes for:
• Spare Parts Inventory
• New Tool Inventory
• Demo and Rental Fleet Inventory
• Gather and provide supporting documentation required by auditors and management.
• Compile proof of delivery (POD) documentation as required during audits.
• Support continuous improvement initiatives and process enhancements.

Management & Team Support

• Provide administrative support to the Management Team.
• Assist internal departments with inventory, customer service, logistics, procurement, and operational activities.
• Support company projects and process improvement initiatives.
• Ensure compliance with company policies, procedures, and quality standards.
• Contribute positively to team performance and operational efficiency.