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Divisional Hire Administration Coordinator


Job description

This role will facilitate a comprehensive hire administration service across all Macgregor Industrial Supplies Hire Departments, ensuring that all branches are using the same processes and procedures to provide accurate information and high-quality output. The successful candidate will be an experienced administrator capable of managing their own workload and delegating tasks as necessary.

Key Responsibilities

  • A minimum visit of once per year to each branch to verify hire assets and carry out physical stock checks.
  • Maintain the hire policy and procedures and ensure compliance as appropriate.
  • Organise the servicing of hire equipment and ensure all relevant details are recorded.
  • Ensure that all queries from customers, staff and suppliers are responded to and concluded in a timely and efficient manner.
  • Regularly liaise with Hire Controllers at all branches to ensure awareness of new equipment requests and opportunities and where necessary produce a business case for introducing new equipment.
  • Negotiate competitive prices for new equipment and liaise with Finance and Marketing on new products.
  • Ensure purchase orders are placed and processed with suppliers.
  • Set pricing points for hire equipment, ensuring that MIS has a competitive offering by undertaking competitor analysis.
  • Set up and/or authorise special customer prices on the system.
  • Ensure customer invoices are issued in a timely manner and that payment is received.
  • Regularly liaise with Hire Controllers at all branches to ensure awareness of planned disposals and that the correct procedure for disposal is being followed.
  • Ensure that all Hire Controllers are adequately trained with regards to product knowledge and use of company systems.
  • Produce reports that will assist in making informed decisions regarding hire equipment and managing hire status.
  • Provide ad-hoc assistance at the hire desk during busy periods or to cover for holidays/sickness absence.
  • Work closely with the Divisional Servicing Administration Team Leader to ensure adequate cover during periods of absence.

Skills and Experience

  • Experience in a similar role will be beneficial but is not essential
  • It will be essential to be an excellent administrator with detailed knowledge of Microsoft Office.
  • Must be able to multi-task and will be organised and methodical in prioritising tasks.
  • Must be a good team player, confident in communicating with others and passing on instructions in a clear and concise manner.
  • Must have a high attention to detail and be capable of checking own work for accuracy.
  • Must have a sound and patient approach to training others.
  • Will be flexible and willing to help others as and when required.
  • Must be eligible to work in the UK and able to commute to the Inverness office on a daily basis.
  • Must have a valid UK Driving License.
  • Able to respond positively to new challenges and change.


  • Pension scheme
  • Death in Service Scheme
  • Cycle to Work Scheme
  • Employee discount
  • Discretionary annual bonus, based on company performance
  • Extra holiday after one year

Job type