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Rental Administrator

3 months ago

Warrington, Warrington, United Kingdom Crown Equipment Corporation Full time

Responsible for the administration of the short-term rental fleet which incorporates dealing with rental enquiries from customers and sales team, locating and selecting of suitable trucks, raising of rental agreements, daily invoicing and credits, Using Baan software to process orders and maintain fleet status and use of other reporting methods to provide information to monitor UK rental KPI's.

To focus on the day to day administration of the Short-Term Rental Fleet.

You will have the ability to work independently and as part of a team, hold good communication skills, work to a high standard and be able to work to timescales as required.


  • Answering the telephone and dealing with Customer/sales force enquiries.
  • Locate and select suitable trucks to meet customer requirements.
  • Ensure successful interaction with other departments to ensure trucks are prepared and available for transportation in line with agreed customer expectations.
  • To ensure all activities are logged and recorded on our rental management software.
  • Raising contracts and invoices on a daily basis.
  • Dealing with Customer and/or Sales Force queries.
  • Expanding service provided to customers by identifying new revenue streams and liaising with the Sales team.
  • Dealing with invoice and customer queries in relation to current and/or terminated agreements.
  • Ensuring customer returns are dealt with promptly and any damaged is invoiced.
  • Carry out regular stock takes as required and ensure all equipment is labelled and booked in accordingly.
  • Monitor and control rental fleet maintenance.
  • Carry out other duties which may or may not be related to the job, as reasonably requested by management.

Key Result Areas (KRA's)

Responsibilities
Resource Management

  • Locating and selecting suitable trucks for hire.
  • Organising equipment through the Workshop and through transport to ensure trucks are delivered to customers on a timely basis.
  • Ensure rental pricing is in line with company pricing policies.
  • Ensuring assets are managed correctly within our computer systems.
  • Carry out regular stock takes as required and ensure all equipment is labelled accordingly.
Profit and Loss

  • Ensure the Rental Department manages the maintenance of the fleet within budgeted objectives.
  • Ensure a robust mechanism and process is adhered to for the inspection of off hires and assist the service department with the recovery of damage billing.
  • Manage minimum rental ready targets for the fleet.
Operational Efficiency

  • Ensure successful interaction with other departments to make sure certain trucks are prepared and available for transportation in line with agreed customer expectations.
  • Regularly review customer communication in order to improve the department's ability to respond effectively and thus maximise successful outcomes for enquiries.
  • Monitor success and failure rates of responses to enquiries.
  • Monitor all deliveries compared against agreed customer expectations.
  • Ensure the department reviews maintenance spend on a daily/weekly/monthly basis.
  • Regular review meetings with Regional Rental Manager to ensure that fundamental requirements for the management of the rental fleet are adhered to and necessary corrective actions taken.
  • Monitor and control rental fleet maintenance.
Customer Relations

  • To maintain regular communication with existing rental clients to ensure total customer satisfaction
  • To ensure all rental customer enquiries are completed accurately and any information pass to the relevant sales person
  • Answering the telephone and dealing with customer and/or sales team enquiries/queries.
  • Expanding service provided to customers by identifying potential new revenue streams.
  • Dealing with invoicing and customer queries in relation to current and/or terminated agreements.
Reporting and Administration

  • Ensure robust measures and monitors for the regular maintenance of the fleet including Preventative Maintenance, Thorough Examinations, Field Modifications, Capacity Ratings etc. are routinely reviewed and adhered to.
  • To coordinate the daily activities of incoming rental enquiries, including handling customer enquiries, quoting rental prices, attachments and transport movements etc.
  • Safeguard against trucks being dispatched without a final Pre-Delivery Inspection.
  • Ensure the department actively follows through to conclusion the timely completion of any repairs, modifications, adjustments or calibrations identified by the Service Department.
Safety & Risk Management

  • Ensure all Health & Safety procedures are followed and adhered to as per company policy
  • Ensure every rented truck in the fleet is maintained in accordance with PUWER and LOLER.

Person Specification:

Essential Skills:
Excellent customer service and administration skills.

Good working knowledge of Microsoft Office packages.

Ability to work on their own initiative.

Organised team player who can work under pressure in order to meet day to d