Hire Desk Administrator
Location: Hillington, Glasgow
Salary: £27-30k depending on experience
Job Type: Full-time, Permanent

Pertemps are delighted to be recruiting for a Hire Desk Administrator on behalf of a growing business based in Hillington.

This is an excellent opportunity for an organised and customer-focused administrator to join a busy operational team, supporting the day-to-day running of the hire desk. Working closely with the Hire Desk Manager and wider operational teams, you will play an important role in coordinating bookings, equipment, transport and resources to ensure jobs run smoothly and customers receive an excellent level of service.

The successful candidate will be confident managing multiple priorities, communicating with customers and colleagues, and maintaining accurate records in a fast-paced environment.

Key duties

Handle incoming telephone and email enquiries, gathering accurate information on customer requirements.
Prepare and issue quotations, following agreed pricing structures and approval processes.
Follow up on outstanding quotations and keep customers informed throughout the process.
Process confirmed bookings and communicate job details to the relevant operational teams.
Respond to customer queries professionally, escalating complaints and urgent issues where appropriate.
Support the Hire Desk Manager with the daily scheduling of staff, vehicles, equipment and suppliers.
Liaise with operational teams to confirm availability, requirements and delivery arrangements.
Coordinate equipment hire, deliveries, collections and transport.
Communicate changes promptly and identify potential scheduling conflicts or missing information
Ensure technical queries and any changes affecting safe delivery are referred to the appropriate operational personnel.
Maintain accurate booking systems, schedules and customer records.
Raise purchase orders and obtain supplier confirmations where required.
Monitor hired equipment and support timely off-hiring to help prevent unnecessary costs
Collect job sheets, purchase orders and supporting documentation to assist with invoicing.
Liaise with the Finance team to help resolve invoice queries.
Maintain clear records of outstanding actions, ensuring tasks and follow-ups are completed.

Skills & Experience

Previous experience in administration, customer service or a coordination-based role.
Strong organisational skills, with the ability to manage competing priorities and adapt to changing requirements.
Excellent telephone manner and written communication skills.
Good IT skills, including experience using Microsoft Outlook and Excel.
High attention to detail and a proactive approach to problem-solving.
The ability to remain calm and work effectively within a busy operational environment.
Confidence communicating with customers, suppliers and internal teams.

Previous experience within crane hire, plant hire, construction, transport or logistics would be advantageous. However, candidates with transferable administrative and customer service experience will also be considered, with training provided.

For more information please contact Codie Smith at Pertemps

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