The Hire Administrator will act as a key liaison between the Hire and Accounts departments, ensuring smooth communication and coordination. This role is responsible for managing client documentation, supporting invoicing processes, maintaining accurate records, and assisting with marketing and quote follow-ups. The role also involves undertaking ad-hoc tasks and general administrative duties to support the Hire Office.

Key Responsibilities:

Client Folder Management

Create and maintain client folders.

Store key company documents such as Credit Applications and Certificates of Compliance (COCs).

Ensure folders are created and updated from the first point of client contact.

Project Launch Email Coordination

Verify all launch details are correct before sending to Accounts.

Invoice Email Management

Attach the final approved Quote or Variations to all invoicing request emails.

For off-hires with damages or missing items, clarify:

Responsibility for repairs (internal team vs. third-party).

Whether replacements come from 840SH stock or require a new purchase order (PO).

COC and PO Expiry Management

Set clear deadlines and follow up proactively with clients before COCs and POs expire.

Advise Accounts once renewals are received.

Quote Follow-Up and Marketing Support

Follow up on outstanding quotes to confirm outcomes and ensure accurate reporting.

Prepare backend information for clients to enhance the professionalism of documentation.

Assist with marketing initiatives and review tender websites for new opportunities.

Administrative Tasks for the Hire Office

Answer and manage incoming calls and emails to the Hire Office.

Maintain and update hire schedules, booking calendars, and equipment availability records.

Process incoming and outgoing documentation, including contracts, COCs, and POs.

Scan and save transport sheets, delivery notes, and other operational documents.

Support the Hire team with daily administrative functions to ensure smooth operations.

Ad-Hoc Tasks

Undertake additional tasks or projects as required to support the Hire and Accounts teams.

Assist with process improvements, special reporting, or other business needs as they arise.

Expected Outcomes:

Increased availability for the team to focus on quotations.

Improved presentation and professionalism of client-facing documents.

Streamlined invoicing process with reduced follow-up requirements.

Enhanced asset control and minimized administrative errors.

Efficient day-to-day operations of the Hire Office.

Skills and Attributes Required:

Strong attention to detail and organizational skills.

Excellent communication skills, both written and verbal.

Ability to manage multiple priorities and deadlines.

Proficiency with document management systems and Microsoft Office Suite.

Proactive and solutions-focused mindset.

If you believe this role is for you, Apply now or email us directly at [email protected]

To be considered for this position applicants must have the right to work in Australia.

***Only shortlisted applicants will be contacted***