Sales And Hire Administrator

Job Description

Sales and Hire Administrator

Location: Ipswich, Suffolk (IP5)
Hours: 30-37.5hr

Salary: Competitive

Division: Commercial Sales & Hire

We are looking for a proactive and highly organised Sales and Hire Administrator to support the smooth running of our commercial vehicle, HGV, and plant machinery operations. This is a fast‑paced, varied role that blends administration across sales, transport logistics, and hire support.

You’ll be the key link between our customers, workshop team, drivers, and commercial departments—helping to ensure a seamless experience from equipment hire or purchase through to service, maintenance, and compliance.

• Prepare and process hire and sales agreements for commercial vehicles and plant machinery.
• Manage incoming customer enquiries, generate quotations, and update internal systems.
• Track availability of stock and coordinate equipment delivery and collection.
• Maintain accurate customer records and support credit control with account setup and invoicing.

• Schedule servicing, inspections, and repairs for internal fleet and customer‑owned machinery.
• Open and manage job cards, liaise with workshop engineers, and keep customers updated on progress.
• Ensure service records, defect reports, and compliance documentation are maintained accurately.
• Manage warranty claims and coordinate with suppliers and manufacturers.

• Support daily transport scheduling, ensuring timely allocation of drivers and vehicle availability.
• Monitor vehicle compliance including MOTs, servicing, and driver hours.
• Assist with route planning and maintain logs for tachograph downloads and fleet defects.
• Communicate with drivers, workshop staff, and external service providers to minimise downtime.

• Experience in a similar administrative role within the transport, hire, or plant machinery sectors.
• Knowledge of vehicle compliance, hire contracts, and service operations is highly desirable.
• Strong IT skills, including Microsoft Office and fleet or CRM systems.
• Excellent organisational ability with a keen attention to detail.
• Confident communicator with strong customer service skills.

• A natural multitasker who thrives in a busy environment.
• Self‑motivated with a solution‑focused mindset.
• Comfortable juggling a mix of customer‑facing and back‑office duties.
• A team player, capable of building strong working relationships across departments.

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