Service Administrator

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.

Role Overview

The Service Administrator is responsible for preparing, managing, and loading all new orders into ERP to support the Germany & European Service Team. These orders include sales orders, service quotes, and service contracts across all product groups in EMEA. The role focuses on cost management, particularly warranty cost allocations, in alignment with the Service Financial Analyst. The administrator will support contract quote renewals and order processing, with a proactive approach to revenue generation through service quotes across multiple disciplines.

Responsibilities

1. Prepare, manage, and load all new orders into ERP (D365) for sales, service, contracts, and training, focusing on revenue creation.
2. Prepare contract quotations and proposals in ERP, process renewals with customers, and ensure all purchase orders are loaded and invoiced as per contracts.
3. Manage costs with a focus on warranty cost allocations.
4. Manage order backlog in collaboration with the Service Supply Chain team.
5. Process all billable service calls monthly, ensuring costs are booked alongside invoices.
6. Provide backup for overtime administration.
7. Coordinate with regional Service teams to align daily field service activities and prepare management reports as needed.
8. Close jobs and calls on the company database.
9. Manage EMEA service site passes for Field Service Engineers, including annual and temporary passes, maintaining confidentiality of personal information.
10. Support general office duties and company initiatives as required.
11. Maintain strong verbal and written communication skills in German and English.

Qualifications

• Excellent organizational skills.
• Proficiency with computers and experience working with databases.
• Ability to work under pressure and meet strict deadlines.
• Training in D365 is preferable.

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