Job Description

Job Purpose


This role will primarily focus on Spare Parts Administration while also providing cross-functional support for retailer-related repairs, PPSA repairs, repair documentation, invoicing, and all incoming and outgoing watch shipments, as well as serving as a fully capable backup for Back Office functions.


The Service Administrator reports to the Customer Service Admin Manager or the Director of Operations.

 

A. Spare Parts Administration (Main Responsibility)


1. Spare Parts Coordination


1.1 Collaborate with factories and suppliers to ensure timely availability of spare parts, accessories, and straps.


1.2 Liaise with ICS teams and relevant stakeholders to resolve spare parts-related issues.


1.3 Monitor supplier performance and provide feedback to improve service levels.


1.4 Manage all incoming and outgoing spare parts shipments to and from PPSA or other Authorized Service Centers (ASCs), including shipping documents, packing lists, and obtaining insurance coverage.


2. Inventory Management


2.1 Ensure proper spare parts purchasing and inventory control to maintain adequate stock coverage.


2.2 Monitor stock replenishment orders based on minimum requirements and usage trends.


2.3 Conduct periodic inventory audits and reconcile discrepancies to ensure stock accuracy, as well as maintain the accuracy of stock quantities and information in the WRS System.


2.4 Ensure accurate stock picking and issuance of parts to Watch Technicians.


3. Process Optimization and Compliance


3.1 Ensure adherence to policies for spare parts handling, including warranty claims, returns, and defective parts.


B. Support Functions


1.1 Prepare Immediate and Full Estimates: Communicate with retailers and clients to confirm approvals and provide updates, including watch status, pick-up dates, and delay notifications.


1.2 Repair Registration Support: Work on Salesforce and coordinate with PPSA and workshops to resolve repair issues and delays.


1.3 Logistics: Manage incoming and outgoing repair shipments to and from PPSA and other Authorized Service Centers (ASCs), ensuring shipping documents, packing lists, and insurance coverage are accurately prepared and processed.


1.4 Repair Allocation: Check watches that are ready for allocation to the workshop, including confirming that all required photos are completed and sent to the workshop. If any parts ordering is required, inform the Service Admin (Spare Parts) and keep the watches in the waiting-for-parts location or set a follow-up.


Job Requirements

Education


- Bachelor's degree or above in any field.


- Business Administration, Management, or Marketing is advantageous.


Professional Experience


- Minimum 3–5 years of experience in the watch or jewellery industry (preferable), after-sales service, back-office administration, logistics, service centres, or luxury retail.