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.

About The Role

We’re looking for a proactive and highly organised Service Administrator to support our Field Service Department. This is a pivotal role that ensures smooth operations across service logistics, compliance, and internal coordination.

Responsibilities

Administrative Support

• Provide comprehensive support to the Field Service team.
• Prepare and maintain documentation, reports, and presentations.
  
  

Security & Compliance

• Manage new and renewal pass requirements for airports and CTC clearance.
• Coordinate with authorised signatories to ensure timely documentation.
  
  

Uniforms & Tooling

• Order and track Field Service Engineer (FSE) uniforms.
• Maintain tooling asset register and coordinate replenishments.
  
  

Equipment & Software Management

• Assist with scheduling and documentation for X-ray machine maintenance.
• Track software licenses and manage renewals and purchase orders.
• Oversee radiation/multi-meter requirements across UK/EU, including swaps and renewals.
  
  

Fleet Administration

• Manage fleet car scheduling, maintenance, and compliance.
• Maintain accurate records of vehicle usage and service history.
  
  

Timesheets & Payroll

• Collect and process timesheets and overtime requests.
• Support payroll documentation and ensure accurate reporting.
  
  

Office & Data Management

• Maintain office supplies and coordinate facility needs.
• Keep departmental contact lists and databases up to date.
• Support data entry and analysis for service initiatives.
  
  

Communication & Coordination

• Act as a key point of contact for internal and external service-related inquiries.
• Facilitate effective communication across departments.
  
  

Additional Duties

• Support service events, meetings, and training sessions.
• Assist with special projects as assigned by Customer Service Managers.
  
  

Qualifications

We’re looking for someone who brings:

• Proven experience in administrative support, ideally within an engineering or technical setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organisational and multitasking skills.
• Excellent written and verbal communication.
• High attention to detail and problem-solving ability.
• Ability to work independently and collaboratively.
• Familiarity with fleet management, timesheet processing, and callout services is a plus.