Back to search:Service Administrator / West Java

We are seeking a highly organized and proactive Service Administrator to join our Service Department. This role is the administrative backbone of our after-sales service operations.

Your primary responsibility will be to ensure all service-related documentation is handled accurately and efficiently, from initial customer quotation to final audit preparation. You will work closely with our service engineers, customers, and management team to facilitate a smooth and professional service experience.

Key Responsibilities

  • Quotation Management:

  • Prepare, generate, and track all service quotations (e.g., for calibration, repair, maintenance, spare parts).

  • Collaborate with Service Engineers to gather the necessary technical data (parts, labor time, etc.) to ensure quotes are accurate.

  • Receive and process customer purchase orders (POs) for service.

  • Tender & Document Preparation:

  • Prepare and compile all required administrative documentation for service-related tenders and bids, ensuring all submissions are complete and meet deadlines.

  • Prepare and manage all standard documents required by customers for after-sales service, such as service reports, supplier registration forms, and other administrative requests.

  • Compliance & Audit Support (KAN/ISO 17025):

  • Maintain and organize all service-related documentation required for KAN/ISO 17025 accreditation.

  • Prepare and systematically file all necessary records (e.g., calibration certificates, equipment history, training records) for internal and external audits.

  • Act as a key administrative contact during audit processes, retrieving and providing documentation as requested.

  • General Administration:

  • Maintain an organized digital and physical filing system for all service contracts, customer records, quotations, and compliance documents.

  • Support the service team with other administrative tasks as needed to ensure departmental efficiency.
Qualifications & Requirements
  • Experience: Minimum 1-2 years of experience in an administrative, sales support, or service coordinator role.
  • Technical Familiarity: Experience working in a technical service department, B2B industrial company, or laboratory/instrumentation field is highly desirable.
  • Key Skill: Direct experience with or strong understanding of ISO 17025 documentation and/or audit preparation is a significant advantage.

  • Education: Minimum Diploma (D3) or Bachelor's Degree (S1) in one of the following fields:

  • Business Administration, Management, or a related administrative field.

  • OR Engineering (e.g., Chemical, Instrumentation), Chemistry, or a related technical field (familiarity with analytical instruments is a major plus).

  • Skills:

  • Proficient in Microsoft Office Suite (Word, Excel, Outlook).

  • Strong organizational and time-management skills, with the ability to manage multiple priorities.
  • Excellent communication skills, both written and verbal.
  • Must be fluent in Bahasa Indonesia and proficient in English.
  • Attitude: Proactive, self-motivated, and a strong team player.
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