Administration assistant

Build Hire; Sydney; On-site; AUD 65,000 - 95,000; Full time

Job summary

Build Hire is a Sydney-based dry hire company supplying excavators, dumpers and attachments. We’re looking for a Coordinator to manage the daily hire schedule and keep customers, drivers and the yard team informed.

You’ll coordinate each hire from booking through to collection, making sure the right machine and attachments are ready, the driver has clear instructions, and the customer knows when to expect delivery. This role requires strong organisation and experience in operations coordination.

Qualifications

• Experience coordinating hires, scheduling deliveries, and coordinating with drivers.
• Strong attention to detail and organised multitasking.
• Clear, confident communication with customers, drivers and yard team.
• Proficient with spreadsheets and booking management software.

Responsibilities

• Handle hire enquiries, confirm equipment availability, and book hires.
• Schedule deliveries, collections and site transfers with customers and drivers.
• Keep fleet schedule up to date, including extensions and returns.
• Coordinate with yard and mechanics to ensure equipment is ready for dispatch.
• Ensure correct attachments accompany each machine and are recorded on return.
• Keep hire agreements, condition reports and handover photos organised.
• Inform customers of schedule changes and arrange replacements when needed.

Skills

Operations coordination

Scheduling

Dispatch

Customer service

Administration

Excel / spreadsheets

Tools

Booking software

Spreadsheet software

Job description

Build Hire is a Sydney-based dry hire company supplying excavators, dumpers and attachments to builders, civil contractors and trades. We’re looking for a Coordinator to manage the daily hire schedule and keep customers, drivers and the yard team informed.

You’ll coordinate each hire from booking through to collection, making sure the right machine and attachments are ready, the driver has clear instructions, and the customer knows when to expect delivery.

Key responsibilities

Handle hire enquiries, confirm equipment availability, prepare quotes and book hires.

Schedule deliveries, collections and site-to-site transfers. Confirm site contacts, access instructions and delivery windows with customers and drivers.

Keep the fleet schedule up to date, including hire extensions, off-hires, breakdowns and machines due for servicing.

Coordinate with the yard team and mechanics to make sure equipment is checked, cleaned, fuelled, greased and ready for dispatch.

Confirm the correct attachments go out with each machine and are accounted for on return.

Keep hire agreements, condition reports and handover photos organised. Flag damage, missing items or disputed charges to the Director.

Confirm hire dates, float charges and any refuelling or cleaning fees so invoices reflect what was agreed and supplied.

Keep customers informed when schedules change and coordinate replacement equipment where available.

What we’re looking for

Experience in operations coordination, scheduling, dispatch, customer service or administration.

Strong organisation and attention to detail, especially when several jobs are moving at once.

Clear, confident communication with customers, drivers and the yard team.

Confidence using spreadsheets and booking or job management software.

Experience in equipment hire, construction, civil works or transport is highly regarded.