Hire and Service Coordinator

**Hire & Service Coordinator**

**The Role**:
The Hire & Service Coordinator role is responsible for various tasks to ensure the smooth and effective running of our Safety, Plant, Tool and Specialist hire departments. Liaising with our customers, suppliers and colleagues within our teams, to ensure excellent customer service is provided at all times, both internally and externally. To provide support to the yard and workshop team and is accountable for the booking in and out of equipment for hire and returned goods or equipment into the depot, to Oversee the yard team and ensure good housekeeping is maintained, ensuring all administration within our systems is completed. The role supports the customer service team, manages central mailboxes for the likes of customers enquiries, quotes, off hires and breakdowns, coordinating machine operators, whilst communicating with customers and suppliers ensuring information is processed accurately and efficiently.

**Key Responsibilities**:
**On Hire, Off Hires & Breakdowns**
- Supporting our Customer Service Desk with all incoming enquires, orders and queries
- Contact preferred suppliers to attend site and raise relevant workshop jobs in the system and purchase orders for breakdowns reported by site that require third party assistance
- Follow up on all third-party repairs to obtain paperwork and costings, and process in the system.
- Manage the off-hire mailbox for all incoming requests.
- Process in the system, selecting collection as required and providing the logistics team with any specific collection requests
- Confirm off hires in the system from information documented on the returns register, liaising with the operations team on all queries
- Confirm hire asset availability with the sales team for incoming enquiries via wallows lane requisition inbox
- Maximise all hire opportunities to assist with hire utilisation and profitability

**Equipment Returns**
- Receive off hired equipment in to the depot, checking paperwork for accuracy of plant numbers etc.
- Transfer information from the paperwork supplied to the returns register for processing, highlighting any queries or issues with the administration team
- Check equipment for damage and highlight to the Fitter Team Leader
- Ensure safety, lifting and survey equipment is transferred to the Bescot depot

**Other Duties**
- Key holder for the barrier system in the depot, accepting vehicles in to the yard ensuring a banksman is provided for all reversing and drivers follow the sign in procedure
- Slinger/signaler duties for loading/unloading
- Receive paperwork from the yard team for goods received and scan to the Quality Team for processing

**Service & Maintenance**
- Complete workshop jobs for all non-mechanical plant service and maintenance work completed, detailing labour and parts used
- Document work completed on system generated service checklists and hand in for scanning

**Operators**
- Source machine operators for BCS plant equipment where required
- Complete all checks required prior to arrival on site, including license details and competency via our induction process
- Ensure the induction process is completed within the required time frames and the operator matrix is updated at all times with all information as required
- Manage all operator timesheets ensuring they are provided as required
- Process the charge and costing information in the systems in a timely manner

**Equipment Recall**
- Complete monthly equipment recall letters and send to customers detailing equipment due inspection
- Liaise with customers for all exchanges required and/or arranging for our technicians to attend site to complete inspections
- Confirming with the operations team when this can be achieved
- Follow up all monthly recalls as per process
- Provide departments with workshop equipment recall information and the Plant department with machine inspection recall information

**Damage & Loss**
- Coordinate and process damage and loss notifications from workshop jobs, confirming the system is correctly updated by technicians and fitters with the relevant details
- Working with the management team to ensure costs and charges are accurate, ensuring that they are charged within the customer SLA, whilst all queries are responded to within the agreed time frames, and charges are confirmed as per process
- Process of asset disposals in the system following approval by management

**Commercial**
- Maintain accurate stock levels of serviced equipment within the system and ensuring orders are picked accurately
- Report stock issues and highlight where customer orders could potentially be delayed
- Complete stock audits as requested, feeding back to the plant Operations manager and Quality Team
- Support the business during annual stock checks

**Cost Management**
- Coordinate all equipment externally hired for BCS
- Contacting preferred suppliers to source equipment following receipt of an approved requisition
- Process hire ord