Overview:
Qualifications:
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.
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