Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Office Administrator

Location:

Wellingborough

Pay Rate: £12.71 per hour

Hours:

Monday to Friday, 7am-5pm

We are looking for an experienced and organised Office Administrator to join our busy depot in Wellingborough.

The ideal candidate will come from a construction, plant hire, industrial, or logistics background and be comfortable operating in a fast-paced commercial environment. You will be a core point of contact for administrative operations, liaising between hire controllers, workshop fitters, drivers, and external clients to keep depot processes running smoothly.

• Process and log plant machine hires, off-hires, and extensions using internal software systems.
• Raise and track purchase orders, cross-referencing transport movement sheets, delivery notes, and cross-hires.
• Assist with transport and driver logistics paperwork.
• Prepare accurately detailed off-hire damage/breakdown notes in coordination with workshop engineers.

• Check timecards, job sheets, and driver logs for accuracy before submitting for payroll/invoicing.
• Liaise with the central finance team to resolve invoice queries, purchase order discrepancies, and supplier credits.
• Maintain compliance records (e.g., machine maintenance logs, service certifications, health & safety documentation).

• Answer incoming calls and emails, directing customer enquiries to the relevant hire controller or department.
• Welcome depot visitors, delivery drivers, and contractors while ensuring site health & safety sign-in protocols are followed.
• Order office supplies, manage incoming/outgoing mail, and maintain organised digital and physical filing systems.

• Experience:
  
  Proven administration experience within a construction, plant hire, engineering, industrial, or haulage/logistics environment.
• Industry Knowledge:
  Familiarity with plant machinery terminology (e.g., excavators, dumpers, telehandlers) and hire office procedures is strongly preferred.
• IT Literacy:
  Tech-savvy with proficiency in Microsoft Office and comfortable learning bespoke plant management software.
• Attention to Detail:
  Excellent numerical and analytical skills with high accuracy when cross-checking hire contracts, POs, and invoices.
• Communication:
  Clear, confident telephone manner and professional email etiquette when dealing with clients, drivers, and depot staff.
• Work Ethic:
  Proactive, self-motivated, and capable of prioritising tasks under tight operational deadlines.