Hire Controller

Job title: Rental Controller

Reports to: Depot Manager

JOB PURPOSE: To effectively manage the Rental Fleet to serve our customer base and coordinate the transport for the Depot

PERSON SPECIFICATION:

• Excellent organisational skills

• Good communicator

• Good customer service skills

• Proactive approach

• Accurate and methodical in administration

• Ability to cope with pressure and pace

• PC literate in Word/Excel

CORE ACTIVITIES:

Short-term Rental (STR) Fleet

• Process enquiries for casual hire – quotations and follow up.

• Faxing STR agreements for customer signature prior to delivery of equipment. • Preparation of STR agreements, Transport Notes, etc.

• Ensure that all machines in depot are correctly identified/labelled with status.

• Keep casual hire truck files updated including filing of Transport Notes and STR Agreements.

• Ensure LOLER inspections have been carried out and are current for all STR machines. Please note since this is a mandatory legislative requirement. ALL on-hire STR machines must have a current Loler.

• Resolve invoice queries relating to Contract and STR.

• Liaise with Nottingham VSB department to ensure Kerridge system is updated for both truck movements between locations and maintaining truck Contract files for the region. • Produce weekly availability list for STR fleet.

• Monitor STR utilisation to achieve minimum 85% utilisation, liaising with Sales, Contract and Operations Manager to identify possible disposal machines.

• Monitor hour meter readings and raise invoices for excess hour’s charges where applicable. Contract Fleet

• Close liaison with sales admin/ VSB and Corby Refurbishment Centre to co-ordinate delivery and handover of new trucks.

• Informing workshop of all new/Used trucks being delivered into depot for preparation/delivery and ensuring that they are labelled and identified on receipt. • In conjunction with the Service manager, ensure all machines returned from long term hire are inspected for damage and quotation for repairs sent within 48 hours.

Transport

• Daily scheduling of transport for casual hire, demos, new and refurbished trucks.

• Responsible for transport budget for both internal and external movements providing monthly summary on costs/income.

• Ensure internal transport is utilised to minimise external transport costs.

• Ensure all transport costs are allocated to customer/internal department as required.

General Duties

• Monthly invoicing and posting out of all invoices for casual trucks.

• Calculate weekly utilisation figures for Weekly Operations Report

• Daily listing of truck movement between depots and Corby refurbishment centre to Service Department for updating of service schedule.

• Monthly contract and casual hire fleet totals for Operations Manager.

• Ensure internal and external X-hire charges are kept to a minimum.

• Complete Monthly stock takes and ensure variances are resolved

• Complete weekly STR report for Depot Manager

Miscellaneous

• Process all requests for demonstration units and co-ordinate collection/delivery from other depots, dealers as necessary.

• Ensure demo fleet is monitored and collected within 1-week maximum.

• Keep VSB updated on new truck and attachment deliveries, both into the depot and to the customer.

• To perform any other reasonable duties that may be required from time to time within the scope of your knowledge, skills and ability.

Reports

The following reports must be run each month: – – – – –

* EOT (End of Term)

* Monthly Rental Recons for submission to the Accounts Dept Active

* Agreements in Daily Rental

* Cost Compared to Income in Daily Rental

* LOLERS due/overdue in the month and services due/overdue on STR fleet and to advise Service Department