Depot Administrator

Jackson Hogg Ltd; Glasgow; On-site; GBP 20,000 - 26,000; Full time

Job summary

Nixon Hire is seeking an admin support assistant to back the depot in the on/off hire process and contract control. You will coordinate office activities, manage records, and produce routine reports for hires and client information.

The role requires strong word processing, numeracy and communication skills, and the ability to handle inquiries, paperwork, and supplier orders in a fast-paced environment.

Qualifications

• Proficient with word processing and spreadsheets.
• Strong time management and organisational skills.
• Excellent verbal and written communications.
• Good numeracy skills for reporting.
• Experience with in-house software and standard admin procedures.

Responsibilities

• Coordinating office activities to ensure efficiency and policy compliance.
• Prepare regular reports on hires/off-hires and client information.
• Maintain databases and records for available/hired equipment.
• Answer queries from employees and clients and manage paperwork.
• Handle clerical tasks including calls, emails, and document prep.
• Monitor office supplies and place orders as needed.
• Ensure product knowledge is adequate to handle customer inquiries.
• Record breakdowns and maintain daily breakdown sheets.
• Process paperwork for equipment transfers between depots.

Skills

Word processing

Time management

Communications

Numeracy

Spreadsheets

Tools

In-house software

Industry software

Job description

Job Purpose:

To provide excellent administration support to the depot in the running of the on / off hire process and contract control.

Key Responsibilities:

• Coordinating office activities and operations to secure efficiency and compliance to company policies.
• Preparing regular reports on hires and off hires, recording damage reports and client information.
• Maintaining and updating company databases, availability and hired equipment's.
• Answering queries by employees and clients.
• Managing office equipment.
• Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos.
• Keeping stock of office supplies and placing orders when necessary.
• Ensuring product knowledge is maintained at a level adequate to deal effectively with customer enquiries.
• Dealing with customer calls regarding breakdowns & maintaining daily breakdown sheet.
• Ensuring all appropriate paperwork for equipment's transferred to or from other depots accompanies that equipment and is processed promptly.

General Tasks & Responsibilities:

• Complying with Company Policies and Procedures and upholding the Nixon Hire Values at all times.
• Ensuring all work is carried out in a safe and timely manner without risk to yourself and others whether on site or at a depot in line with the Company's Health & Safety Directives, Method Statements and procedure.
• Wearing appropriate safety clothing and using safety equipment to complete the task undertaken in the working environment in accordance with the Company's P.P.E requirements.
• Reporting any accidents (person, property or vehicles) via the Accident / Incident report system.
• Adhere to Health and Safety, Environmental and Quality processes to ensure we are always compliant.
• Carrying out any other duties as requested by immediate line manager or Director.

Qualifications:

• Computing skills including those related to word processing and spreadsheets.
• Competency in using industry-specific software and administrative procedures (in house trained).
• Time management and organisational skills.
• Communications skills (verbal and written).
• Strong numeracy skills