[Hiring] Technical Service Admin @Solenis

Role Description

The Service Admin Technician plays a critical coordination role between the Australia/New Zealand (ANZ) Sales Teams, Supply Chain, external repair vendors, and customers. This role manages customer maintenance dashboards (including Coles Supermarkets), oversees payment facilitation for third-party contractors via SAP and Coupa, coordinates stock availability and forecasting of TASKI machines and spare parts, and provides technical and administrative support for repairs, service requests, pricing, and vendor compliance. This position ensures seamless communication across departments and acts as the central liaison for all matters relating to TASKI spare parts, equipment, service breakdowns, and maintenance queries.

Key Responsibilities

• Email & Customer Maintenance /Repair Management
  • Respond to customer service pricing requests for TASKI spare parts within 24 hours.
  • Manage pricing and spare parts queries from Diversey third-party repair partners and external customers.
  • Support resolution of technical issues raised by customers and Sales teams.
  • Coordinate TASKI repair activity with third-party repairers.
  • Manage all service, repair, and maintenance requests from customer portals including Coles, City FM, and up to seven customer-facing platforms.
  • Track all ongoing repairs and maintenance and close calls once completed.
• TASKI Repair & Equipment Stock Coordination
  • Check TASKI spare part and machine stock availability; notify Supply Chain of urgent requirements.
  • Communicate delays and provide ETA updates to customers and internal stakeholders.
  • Verify warranty eligibility prior to scheduling repairs.
  • Maintain consistent communication during out of stock (OOS) situations to minimize customer impact.
  • Work with the SC team on the monthly forecasting of Equipment and Spare parts to ensure continuous supply.
• SAP / Coupa & Invoice Management
  • Raise service orders in SAP for engineering and maintenance projects.
  • Process invoices and post goods receipts (GR) in both SAP and Coupa.
  • Clear work cycles and approve vendor invoices.
  • Liaise with the Accounts Payable (AP) team to ensure timely vendor payments.
  • Upload documents and coordinate new vendor setup requirements in Coupa.
  • Place nonstock orders and manage fulfillment through to delivery.
• Internal Customer Support
  • Coordinate product returns and swaps resulting from incorrect deliveries.
  • Investigate and resolve warehouse related issues (e.g., incorrect cords, battery types, charger discrepancies for TASKI machines).
  • Maintain and update EJF documentation for equipment additions or removals.
  • Proactively alert the business to OOS risks, maintenance noncompliance, or delays impacting customer operations.
  • Coordinate all TASKI repairs with 3rd party repairers.
  • Coordinate all service/repair and maintenance requests from the various customer portals such as Coles, City FM, and all other applicable platforms (currently 7 customer portals).

Qualifications

• Minimum 5 years' hands-on experience with SAP and Coupa.
• Strong technical knowledge of spare parts management.
• Proficiency in Microsoft Excel (above average capability).
• Excellent written and spoken English communication skills.
• Proven remote working experience.
• Vendor management experience, including coordination with external repair/service partners.
• Experience in a multinational company environment.
• Exposure to scheduling and maintenance platform management is advantageous.
• Strong planning, prioritization, and scheduling abilities.