Job Description

Job Overview

The Hire Desk Manager is responsible for overseeing the daily operations of the hire desk, managing equipment and vehicle hire requests, ensuring excellent customer service, coordinating logistics, and maintaining accurate records. This role is a key link between customers, operations, and transport/fleet departments, ensuring that the right equipment is delivered on time, in good condition, and in line with contractual agreements. The Hire Desk Manager plays a vital role in maximising asset utilisation, streamlining hire processes, and supporting revenue growth by ensuring a smooth and professional hire service.

Duties

Manage the hire desk function and supervise hire desk coordinators or administrators. Process all incoming hire requests and returns for equipment, vehicles, and tools. Allocate equipment from inventory based on availability and project needs. Coordinate deliveries and collections with the transport/fleet department or third-party logistics providers. Monitor off-hire and rehire dates to avoid delays, overcharges, or equipment hoarding. Customer Service & Client Coordination Act as the first point of contact for customers regarding hire queries, pricing, delivery, and technical support. Build and maintain strong relationships with internal and external clients. Provide professional and timely responses to enquiries, complaints, or service issues. Ensure hire agreements, terms, and conditions are clearly communicated and adhered to Equipment Tracking & Utilisation Monitor hire fleet availability, usage, and allocation through hire software systems. Maximise equipment utilisation by minimising downtime and ensuring prompt turnaround. Flag underused or overbooked equipment and recommend reallocation or servicing. Maintain accurate hire records, contracts, delivery notes, damage reports, and client communications. Ensure all hire transactions are logged in the hire management system Generate regular reports on fleet utilisation, hire revenue, and outstanding returns. Manage invoicing data, PO numbers, and assist finance with billing queries. Lead and support the hire desk team, providing training, task delegation, and performance feedback. Ensure clear communication between the hire desk, operations, transport, and workshop teams. Organise staff rotas to ensure adequate cover during busy periods. Ensure that all hired-out equipment meets company and legal safety standards. Collaborate with workshop teams to ensure pre-delivery inspections, certifications, and service schedules are up to date. Report and log any incidents of damage, misuse, or missing equipment. Support audits and compliance reviews of hire desk operations. Prepare and issue quotes for hire services in line with pricing policies. Negotiate hire rates and terms with clients within agreed authority limits. Monitor competitor pricing and market trends to maintain competitiveness. Assist with commercial decision-making regarding asset investment or disposal.

Key Skills & Competencies

Strong customer service and interpersonal skills Proficient in hire management or ERP systems Good understanding of equipment/plant hire operations Ability to manage multiple priorities in a fast-paced environment Strong leadership and team coordination Commercial awareness and attention to detail
Job Type: Full-time

Pay: 50,000.00 per year

Work Location: In person