Administration Controller

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Administration Controller

  • Location:


  • Sector:


  • Salary:

    £18,000 - £21,000

  • Contact:

    Heidi Wood

  • Contact email:

  • Contact phone:

    01924 201155

  • Job ref:


  • Published:

    about 1 month ago

  • Expiry date:


  • Startdate:


The roles hours will be Monday to Friday 8am to 5pm


  • Ensure the smooth and efficient day to day running of the Hire Desk Function within the Trackway Depot;

  • To work flexibly as a member of the depot team and provide a customer focused service to both internal and external customers.

  • Duties/Responsibilities:

  • Responsible to the General Manager for the smooth running of the day to day activity of the Depot.

  • Ensure all on/off hire orders are taken and processed correctly.

  • Create, input, and ensure accuracy of orders onto InspHire system to minimise account queries and potential credits.

  • Produce and maintain a manual file and all relevant paperwork for delivery and collection.

  • Take all incoming calls from customers and deal with enquiries, creation of quotes and following them up timely.

  • Complete daily telesales as directed, including making appointments for the sales team as required.

  • Build strong and helpful relationships with colleagues, Departments/Depots.

  • Answer incoming calls in a polite, professional, and friendly manner.

  • Create and post invoices to Sage upon completion of the hire.

  • Check daily all off hires due from awaiting off hire report and update General Manager.

  • Ensure any customer queries are dealt with efficiently.

  • Follow all policies and procedures.

  • Liaise with the Trackway crews with regard to any maintenance requirements for the vehicles including ensuring their availability for servicing and inspection.

  • Work closely with the General Manager and Sales Engineer on a day to day basis.

  • Any amendments for Audit purposes are dealt with in the time scale given.

  • Line Manager or Director Requests are completed within the same day or within timescale provided.

  • Liaise and communicate effectively with all levels of staff.

  • Promote teamwork and co-operation at all times, both within individual depots and right across the entire Group of Companies.

  • Treat all other employees and all our customers professionally and with respect.

  • Always act in the best interests of any of the Group of Companies, and not to carry out (or fail to carry out) any action that would bring the company into disrepute.

  • Always work in a responsible manner to ensure safe working practices. Follow Health Safety Quality and Environmental guidelines provided by the company - currently ISO 9001:14001 and OHSAS 18001 procedures, including all future notifications.

  • Proactively contribute to the company’s policy of continuous improvement.

Qualifications/Skills required for the role:

  • GCSEs High school or equivalent.

  • Any Administration Qualification.

  • Administration/Office Work or experience.

  • Competent with IT and computer packages especially Microsoft Excel & Word.

  • Hire Desk Controller experience.


Attributes Required:

  • Customer service skills.

  • Confident in dealing with people on the phone and in person.

  • Ability to work as part of a team and on own initiative.

  • Good communication skills and the ability to connect naturally with people.

  • Ability to ensure the work gets done in a timely and effective manner.

  • Ability to follow Company policy and procedures.

  • Ability to understand and implement written and verbal instruction.

  • Self-motivation.