Hire Administrator

7 days ago

Stevenage, Hertfordshire, United Kingdom VMS (Fleet Management) Ltd Full time

Job type:
Permanent, Full time

Hours: 42.5 hours per week, 8.5 hours per day, Mon - Fri, working Saturdays on a rota basis with time off in lieu

Benefits:22 days per annum rising to 23/25 days on length of service plus usual bank holidays, Employee referral scheme offering £300 - £500 depending upon role, Discount on vehicle hire, Specsavers Eye care vouchers, Perkbox benefits and discounts with selected automotive companies.

Company Overview:


VMS (Fleet Managment) Ltd is part of the fast growing VMS Automotive Group offering a range of services comprising of Contract Hire & Fleet Management, Accident Management as well as offering Maintenance Services from our inhouse workshops and a leading provider of transport refrigeration systems, air conditioning solutions and converting panel vans into commercial, refrigerated vehicles.

VMS Automotive operate nationwide with workshops and vehicle hire sites throughout the UK with our Head Office based in Stevenage and our Operations centre based in Bury St Edmunds.

We are looking for a Hire Administrator for Vehicle hire payments including damaged vehicles to join our excellent team.

In the recharge department you will be the first point of contact in the business for our suppliers and customers or drivers to contact in relation to hire invoices, supplier invoices, damage to vehicles, PCN/NIP, fuel recharges and excess mileage charges.

The ability to work in a busy, fast flowing environment and a good attention to detail is essential following company processes and guidelines and reporting to Branch Manager/Ops Manager.


The key day-to-day responsibilities of this role are varied and include:

  • Controlling the damage, PCN/NIP, fuel shortage and excess mileage processes for all fleet and external supplier fleet to VMS Vehicle Hire customers.
  • Identify rechargeable opportunities from vehicles being off hired.
  • You would be responsible for recovering unpaid money from businesses or individuals.
  • Collecting customer payments within agreed payment terms and sending statements to customers in a timely manner.
  • Ensuring suppliers are paid in accordance with terms and all documentation is received.
  • Reconcile payments within the bank to customer/ supplier invoices.
  • Ensure a claim from a supplier is valid before recharging.
  • Gather all available evidence and prepare a full recharge pack for the customer which includes: Rental Agreement, photographs and estimates and ensure you communicate effectively with the supplier and customer.
  • Ensure claims are dealt with efficiently to keep LOU charges to a minimum.
  • Invoice customers once they have agreed to the estimate.
  • Resolve all queries within SLA timeframes.
  • Ensure the best repair value of cost and quality levels are achieved for customers.
  • Communicate effectively with the hire team to get vehicles repaired and back available on fleet quickly.
  • Analysis Reporting required and assisting the Hire Team when required at busy periods

Key Skills Required:

  • Good knowledge of motor vehicles.
  • Good organization skills with the ability to multi task and prioritise deadlines.
  • Excellent attention to detail.
  • Excellent telephone manner.
  • Good knowledge of MS Office including Excel
  • Good understanding of accountancy practices within Credit Control environment.
  • Understand accountancy software systems such as Sage, Xero etc.
  • Good computer skills.

Personal Competencies:

  • Strong verbal and written communication skills
  • Enthusiastic with a "can do" attitude
  • A willingness to learn and grow within a commercial environment where customer service and client satisfaction is the primary focus
  • Ability to work as part of a team
  • Ability to meet deadlines in a fastpaced environment.
  • A positive and professional attitude.demonstrating honesty and integrity at all times.

Knowledge and experience desirable:

  • Customer service experience is essential
  • Experience of the daily rental sector
  • Administrative experience within the fleet trade

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