Service Administrator & Coordinator

About the role

GEA is looking for a Service Administrator & Coordinator in Cape Town to handle quotations and SLA-related administrative work for service calls. The role covers preparing quotes, managing approvals, coordinating with the procurement team and keeping quotations documented.

Key responsibilities

• Generate quotes from RFQs (FSE / customer), check expectations with the FSE and inform clients of timelines for complex quotes.
• Check previous quotations for history and timeline of faults, include the correct spares, labour and margin, then submit approved quotes to customers.
• Follow up on submitted quotes, confirm receipt, and on order receipt confirm the quote and forward it to an open service call in the ERP system, reassigning the call to the relevant Service Coordinator.
• Liaise with Procurement when a purchase order is needed, upload supporting documents to the Quotation folder and host meetings with the Supervisor/Manager on unaccepted quotations.
• Generate quotations based on SLA job cards that are not included in the SLA.

Required profile

• National Senior Certificate (Grade 12).
• Previous administrative experience, preferably in a service or similar environment.
• Ability to work with Service Managers, Planners, Field Service Engineers, customers and internal stakeholders, and to work under pressure and meet deadlines in a fast-paced service environment.
• Proactive approach to resolving administrative issues and willingness to learn new systems and processes.

Required skills

• Strong computer literacy with Microsoft Excel, Word and Outlook.
• Good numerical and administrative skills with accuracy and attention to detail.
• Organizational and time-management skills, able to prioritise multiple tasks and work independently and in a team.