Service Administrator

Who we are? 

O’ Flynn Medical Ltd (OFM), a Healthcare 21 Group Company, is a national supplier of medical equipment to hospitals, nursing homes and private homes throughout Ireland. The company promotes a continuous drive for quality and customer satisfaction.

Our ethos is to continually strive to provide solutions that meet the challenging healthcare demands of today. Our technical, clinical and sales teams are dedicated to providing excellent backup and support to our customers at all times.

O’Flynn Medical is based upon teamwork, integrity, and the ability for employees to take ownership of their role.

Job Summary

O’Flynn Medical are currently looking to recruit a Service Administrator. This is an exciting opportunity for an individual to join a leading and expanding Healthcare Company. You should be highly motivated, ambitious and dedicated with excellent attention to detail.

This role will support the Service team by coordinating service calls, managing communication with customers and suppliers, keeping systems and records up to date, and assisting with stock, warehouse and rental administration to ensure an efficient and professional service operation.

Job Location: Macroom, Cork

Responsibilities:

• Log and manage all service calls, keeping the Service Call Log and Asset Trak accurate, “live” and up to date. Follow through on service calls to invoice stage.

• Act as first point of contact for the Service phone line and Service inbox, responding to or directing customer and internal queries promptly.

• Communicate with customers on lead times, job status and preventative maintenance schedules, and quotation preparation and issue.

• Support Service Technicians by helping to plan service routes, answering queries, coordinating call‑outs and ensuring required parts and paperwork are in place.

• Liaise with suppliers to source spare parts, raise purchase orders, and work with the Warehouse Team Lead to monitor and maintain appropriate stock levels (including van stock).

• Carry out stock control activities in the warehouse, including labelling, stock takes and stock take reporting, and assist with general warehouse administration tasks.

• Collate service paperwork, manage the Calibration & Maintenance Log for the Service area and building, and complete accurate and timely service invoicing.

• Maintain a working knowledge of the Rental system and provide cover for annual leave and sick leave to ensure continuity of service.

Key Competencies: 

• Customer focused, with excellent communication skills

• Professional telephone manner is essential

• Ability to prioritise workload and work in a pressurized environment

• Strong organisational and time management skills

• Problem analysis and problem-solving

• Adaptable and capable of working on own initiative

• Ability to work effectively with other departments and utilise a team approach to accomplish goals.

• Excellent attention to detail and accuracy

• Strong administration expertise

• Flexible approach to all areas of the role

Who exceeds in this role?

Top performers would have:  

• A minimum of 2 years relevant experience in a fast-paced environment

• Excellent attention to detail and accuracy

• Strong analytical skills

• Willingness and ability to work on own initiative.

• High level of computer literacy including a good working knowledge of Microsoft Office

• Experience of product management and invoicing customers an advantage

What are some of the benefits of working at O'Flynn Medical?

• Competitive salary 

• Employee Assistance Program

• Pension, Life assurance, income protection

• Educational Assistance

• HC21 training academy

• Enhanced annual and life leave 

• Employee engagement initiatives and a dedicated internal employee communication platform WorkVivo

• Supportive colleagues to learn from and enjoy company social outings, parties, and events

O’Flynn Medical is a high growth company that strives to achieve optimal outcomes and enhancing the quality of patient care. Our success is driven by staying close to the customer and being willing to go the ‘extra mile’; the successful candidate will need to show a flexible approach to work and be able to enthusiastically embrace change and new challenges.

We are proud to be an equal opportunity employer. At Healthcare 21 we know that diversity makes us stronger. We are committed to a collaborative, inclusive environment. We strive for everyone to feel valued, connected and empowered to reach their potential and contribute their best.

We also know theconfidence gap can often get in the way of meeting spectacular candidates, so please don’t hesitate to apply — we’d love to hear from you!