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Service Assistant

Date:  26-May-2023

Les Ulis, FR

Job Function:  Business
Business Unit:  NanoAnalysis

At Oxford Instruments, we enable the world’s leading industrial companies and scientific research communities to image, analyse and manipulate materials down to the atomic and molecular level. With a sixty-year history, and fourteen Queen’s Awards for Enterprise, our world-class products and technologies are helping our customers to address the greatest challenges of the 21st century.



Role Details:

Business, Location:

Material Analysis Group, Les Ulis, France


Service Administrator and Inside Sales

Reports to:

Service Team Leader



Primary Purpose:

This position plays a key role in achieving efficient administrative operation of the French subsidiary.  This versatile position involves the ability to take on tasks of various skill levels ranging from data entry to negotiating service contracts.  The candidate must be able to work as a part of a team and work autonomously, sometimes required to make quick and appropriate decisions. Our business activity level varies throughout the year; we expect the candidate to understand they may have to adjust their working pattern accordingly.


Key Responsibilities:

Service administration

  • Generate quotes for service work; this is done in collaboration with the service team.
  • Enter customers’ orders, work with service team to arrange visits and invoice customers one the work is completed.
  • Purchase service items and or raise RMA’s with the production team (UK) as and when required.  Some of this will be done in collaboration with the local store personnel.
  • Update the Service database on a daily basis. This function is essential for tracking all customer contacts as well as synchronizing customer support service visits (Installation, preventive maintenance, curative, etc.
  • Collaborate with the Store person, for shipping parts to/from customers and the factory.
  • Generate reports for management.
  • Promote service products, service contract, training etc.
    • Contact customers to promote service products such as support contracts and training.  The principle method of contact must be verbal via telephone.  All administrative work is done using email.
    • Negotiate contracts with customers; this includes calculating prices and sending quotes.
    • Enter orders and bill customers accordingly.
  • Enter service product information in the Customer service database, must be updated daily (start date, end date, visits, etc.) System sales and Microscopy consumables support
    • While we do have a dedicated team for this, we are still a small team.  Occasionally (during holiday, sickness, and peak periods) the candidate will need to help with system sales and consumable order processing.    
  • In addition to the above-described duties, the post holder may be requested to perform other related duties.


Indicative Performance Measures

  • The individual should require the minimum of supervision.
  • Tender documents must be completed correctly and submitted on time. 
  • Order templates must be completed correctly. All the provided software tools must be maintained up-to-date on a daily basis to allow easy report generation. 
  • The success of contract sales is monitored.   


Person Specification – Essential requirements unless stated

Education / Qualifications:

  • BAC+2 Commerce, vente / BTS Assistante de gestion

Professional Skills/ Abilities:


  • Several years’ experience working as a service administrator / co-ordinator. 
  • Experience with shipping goods inside and outside the EU
  • Experience of dealing with customers in all situations.
  • PC skills: Word and Excel.   knowledge with ACT, SAP CRM, Navison and Infor CSI would be an advantage.
  • Language Skills: French and English.  Spanish would be an advantage.

Personal Qualities:


  • Self-motivated and can work effectively with little supervision.
  • Good communication skills
  • Work as part of a team



All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or disability.


Note to recruitment agencies: Oxford Instruments operates a Preferred Supplier List, and we do not accept unsolicited agency CVs. Please do not forward candidate details in response to this advert, or to any Oxford Instruments employees or other company locations. Oxford Instruments is not responsible for any fees related to unsolicited CVs.