Administrator

Pertemps Scotland Perms; Glasgow; On-site; GBP 27,000 - 30,000; Full time

Job summary

Pertemps Scotland Perms is seeking a Hire Desk Administrator based in Hillington, Glasgow. This full-time, permanent role supports a busy hire desk, coordinating bookings, equipment and transport to ensure smooth job progression and strong client service.

You will handle enquiries, process paperwork, keep records accurate and liaise with colleagues across teams. The ideal candidate has excellent organisation, confident communication and strong IT skills including Outlook and Excel.

Qualifications

• Previous experience in administration or coordination roles.
• Excellent organisational skills and ability to manage competing priorities.
• Excellent telephone manner and written communication skills.
• Strong IT skills including MS Outlook and Excel; attention to detail.

Responsibilities

• Handle incoming telephone and email enquiries, gathering accurate information.
• Prepare and issue quotations following pricing structures and approvals.
• Follow up on quotations and keep customers informed throughout the process.
• Process confirmed bookings and communicate job details to operational teams.
• Coordinate equipment hire, deliveries, collections and transport.
• Maintain booking systems and customer records; raise purchase orders as needed.

Skills

Administration experience

Organisation

Telephone manner

Written communication

IT skills (Outlook & Excel)

Calm under pressure

Stakeholder communication

Tools

Microsoft Outlook

Microsoft Excel

CRM system

Job description

Based in Hillington, Glasgow, this full-time, permanent Administrator position supports a busy hire desk within a growing organisation. Reporting to the Hire Desk Manager, the post-holder coordinates bookings, equipment, transport and resources so that jobs progress smoothly and clients receive strong service. Daily duties include handling enquiries, processing paperwork, keeping records accurate and liaising with colleagues across operational teams. The successful candidate will demonstrate excellent organisation, confident communication and the ability to manage competing priorities calmly. Strong IT and administrative skills are essential, alongside a customer-focused approach. The salary ranges from £27,000 to £30,000 per annum, dependent on experience. Working hours are full time, Monday to Friday. Hire Desk Administrator Location: Hillington, Glasgow Salary: £27-30k depending on experience Job Type: Full-time, Permanent

Recruiting for a Hire Desk Administrator on behalf of a growing business based in Hillington.

Key Duties

• Handle incoming telephone and email enquiries, gathering accurate information on customer requirements.
• Prepare and issue quotations, following agreed pricing structures and approval processes.
• Follow up on outstanding quotations and keep customers informed throughout the process.
• Process confirmed bookings and communicate job details to the relevant operational teams.
• Respond to customer queries professionally, escalating complaints and urgent issues where appropriate.
• Support the Hire Desk Manager with the daily scheduling of staff, vehicles, equipment and suppliers.
• Liaise with operational teams to confirm availability, requirements and delivery arrangements.
• Coordinate equipment hire, deliveries, collections and transport.
• Communicate changes promptly and identify potential scheduling conflicts or missing information.
• Ensure technical queries and any changes affecting safe delivery are referred to the appropriate operational personnel.
• Maintain accurate booking systems, schedules and customer records.
• Raise purchase orders and obtain supplier confirmations where required.
• Monitor hired equipment and support timely off-hiring to help prevent unnecessary costs.
• Collect job sheets, purchase orders and supporting documentation to assist with invoicing.
• Liaise with the Finance team to help resolve invoice queries.
• Maintain clear records of outstanding actions, ensuring tasks and follow-ups are completed.

Skills & Experience

• Previous experience in administration, customer service or a coordination-based role.
• Strong organisational skills, with the ability to manage competing priorities and adapt to changing requirements.
• Excellent telephone manner and written communication skills.
• Good IT skills, including experience using Microsoft Outlook and Excel.
• High attention to detail and a proactive approach to problem-solving.
• The ability to remain calm and work effectively within a busy operational environment.
• Confidence communicating with customers, suppliers and internal teams.
• Previous experience within crane hire, plant hire, construction, transport or logistics would be advantageous.

However, candidates with transferable administrative and customer service experience will also be considered, with training provided.