Hire Coordinator

The Hire Coordinator role is responsible for various tasks to ensure the smooth and effective running of our Safety, Plant, Tool and Specialist hire departments.

Liaising with our customers, suppliers and colleagues within our teams, to ensure excellent customer service is provided at all times, both internally and externally.

To provide support to the yard and workshop team and is accountable for the booking in and out of equipment for hire and returned goods or equipment into the depot, to oversee the yard team and ensure good housekeeping is maintained, ensuring all administration within our systems is completed

The role supports the customer service team, manages central mailboxes for the likes of customers enquiries, quotes, off hires and breakdowns, coordinating machine operators, whilst communicating with customers and suppliers ensuring information is processed accurately and efficiently.

• Supporting our Customer Service Desk with all incoming enquires, orders and queries. Contact preferred suppliers to attend site and raise relevant workshop jobs in the system and purchase orders for breakdowns reported by site that require third party assistance.
• Follow up on all third party repairs to obtain paperwork and costings, and process in the system.
• Manage the off hire mailbox for all incoming requests. Process in the system, selecting collection as required and providing the logistics team with any specific collection requests.
• Confirm off hires in the system from information documented on the returns register, liaising with the operations team on all queries.
• Confirm hire asset availability with the sales team for incoming enquiries via wallows lane requisition inbox.
• Maximise all hire opportunities to assist with hire utilisation and profitability.

• Receive off hired equipment in to the depot, checking paperwork for accuracy of plant numbers etc. Transfer information from the paperwork supplied to the returns register for processing, highlighting any queries or issues with the administration team.
• Leasie with the workshop teams on all customer damage notifications.

• Complete monthly equipment recall letters and send to customers detailing equipment due inspection. Liaise with customers for all exchanges required and/or arranging for our technicians to attend site to complete inspections. Confirming with the operations team when this can be achieved.
• Follow up all monthly recalls as per process.
• Provide departments with workshop equipment recall information and the Plant department with machine inspection recall information.

• Coordinate and process damage and loss notifications from workshop jobs, confirming the system is correctly updated by technicians and fitters with the relevant details.
• Working with the management team to ensure costs and charges are accurate, ensuring that they are charged within the customer SLA, whilst all queries are responded to within the agreed time frames, and charges are confirmed as per process.
• Process of asset disposals in the system following approval by management.

• Maintain accurate stock levels of serviced equipment within the system and ensuring orders are picked accurately.
• Report stock issues and highlight where customer orders could potentially be delayed.
• Complete stock audits as requested, feeding back to the plant Operations manager and Quality Team.
• Support the business during annual stock checks.

• Coordinate all equipment externally hired for BCS. Contacting preferred suppliers to source equipment following receipt of an approved requisition.
• Process hire orders in the system and monitor durations. Off hire with suppliers as requested and process system costing GRNs.
• Monitor system hire reports to ensure all costs are captured and revenue charged accordingly.
• Receive paperwork from the yard team for goods received and scan to the Quality Team for processing.

• Complete tasks in accordance with risk assessments, notify the Team Leader of any potential noncompliance.
• Report accidents and Positive Interventions using the correct methods.
• Ensure the correct PPE is used in the at all times.
• Maintain excellent levels of housekeeping, ensure areas are free from waste and trip hazards etc
• Identify/Submit positive interventions where needed
• Work in conjunction with HSEQ policies and procedures

• Outstanding and overdue customer statutory…