Hire co-ordinator

Rehlko; Heanor; On-site; GBP 26,000 - 34,000; Full time

Job summary

Rehlko is seeking an organised administrator to support the hire desk and related coordination tasks. You will manage hire contracts, invoicing, and customer enquiries while liaising with internal teams to ensure equipment availability and timely deliveries.

The role requires strong attention to detail, excellent communication, and the ability to work independently or as part of a team in a fast-paced environment. This is a full-time, on-site position based in Heanor, United Kingdom.

Qualifications

• Previous experience within an administrative, hire desk, customer service, or coordination role.
• Strong organisational and time management skills.
• Excellent attention to detail and accuracy.
• Effective verbal and written communication skills.
• Competent in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Ability to prioritise workload and manage multiple tasks simultaneously.

Responsibilities

• Administer hire contracts and engineering labour work tasks from initiation through to completion.
• Process and manage invoicing of hire contracts and tasks in a timely and accurate manner.
• Prepare and issue customer quotations as required.
• Handle incoming and outgoing telephone calls relating to hire services.
• Liaise with internal departments regarding hire equipment availability and deliveries.
• Produce management information, reports, and data for senior management.

Skills

Microsoft Office

Excel

Word

Outlook

Job description

Why Work at RehlkoOur work is guided by our purpose: creating an energy-resilient world for a better future. This purpose embodies the legacy we bring, with more than 100 years as the global leader in energy resilience, delivering solutions critical to sustain and improve life.Our teams have the opportunity to provide a critical resource – energy – that ensures safety, security, and independence for people around the world. Our team members are focused on pushing boundaries, continuing to innovate in an ever-changing landscape, and keeping up with the pace required to create solutions for today’s world demands.Our product range includes engines, generators, power conversion, UPS systems, EV components and electrification solutions, microgrid controls and management, and clean energy solutions that serve a broad spectrum of OEM, residential, industrial, and commercial customers. At Rehlko, you have the freedom to identify, create, and deliver solutions – large and small – that help people and communities thrive in the moments that matter.At Rehlko, our team members are the essential energy that powers our organization’s success. We are committed to fostering a safe and sustainable work environment where safety is everyone’s responsibility. We empower every team member to actively participate in our Zero Is Possible safety culture by encouraging open communication, proactively reporting hazards, following protocols, and suggesting improvements. Join us in creating an energy resilient world for a better future!What We OfferAt Rehlko, our Total Rewards programs are designed to accelerate growth, energize performance, and support a culture of inclusion at every stage of life and work. We offer total rewards that are easily understood, recognize results, enable career mobility, and reflect our commitment to valuing diverse needs in a fast-moving world. We provide:Competitive compensation and benefitsWork-life flexibilityRecognition and rewardsDevelopment and career opportunitiesA safe and inclusive workplaceWhy You Will Love this JobTo provide efficient and effective administration and coordination of the hire desk function, ensuring all hire contracts, engineering labour tasks, invoicing, customer enquiries, logistics, and associated administrative activities are managed accurately and professionally. The role is pivotal in supporting operational delivery, customer satisfaction, revenue generation, and compliance with company procedures.Key ResponsibilitiesWork in accordance with Company Quality, Health & Safety, ISO standards, business systems, WBM procedures, and the Company Handbook.Administer hire contracts and engineering labour work tasks from initiation through to completion.Process and manage the invoicing of hire contracts and engineering labour work tasks in a timely and accurate manner.Generate, maintain, manage and close both physical and electronic contract documentation and records.Prepare and issue customer quotations as required.Handle incoming and outgoing telephone calls relating to divisional hire services and, where necessary, the wider group product portfolio.Liaise with internal departments and employees regarding hire equipment availability, deliveries, collections, and operational requirements.Produce management information, reports, and statistical data to support analysis by senior management and the Board of Directors.Generate and administer subcontract orders and oversee associated documentation and work packages.Access, update, and manage client web portals, databases, and spreadsheets.Carry out periodic audits of company assets and equipment records.Support logistical planning activities, coordinating equipment deliveries and collections to meet customer requirements.Produce Risk Assessments and Method Statements (RAMS) in line with customer and operational requirements.Maintain accurate records and ensure all documentation is completed in accordance with company procedures.Build and maintain positive relationships with customers, suppliers, and internal stakeholders.Undertake any other duties reasonably requested by management that are commensurate with the level and nature of the role.Knowledge, Skills and ExperienceEssentialPrevious experience within an administrative, hire desk, customer service, or coordination role.Strong organisational and time management skills.Excellent attention to detail and accuracy.Effective verbal and written communication skills.Competent in Microsoft Office applications, particularly Excel, Word, and Outlook.Ability to prioritise workload and manage multiple tasks simultaneously.Strong customer service focus and professional telephone manner.Ability to work independently and as part of a teamCustomer FocusCommunication SkillsAccuracy and Attention to DetailPlanning and OrganisationProblem SolvingTeamwork and CollaborationCommercial AwarenessFlexibility and AdaptabilityKPISHire Order Processing 95% of hire/off-hire orders processed within agreed service level timescales.Invoice Accuracy & Timeliness 98% of hire and engineering labour invoices issued accurately and within 5 working days of contract completion.Customer Service Performance Maintain customer enquiry response time of less than 4 business hours and achieve 95% customer satisfaction.Documentation & Compliance 100% of hire contracts, RAMS, subcontract orders, and associated records completed and filed accurately with no major audit findings.Logistics Coordination Effectiveness 95% of equipment deliveries and collections arranged and completed on time to meet customer requirements.About UsRehlko proudly offers a rich history steeped in creativity and commitment to our associates and communities, along with competitive benefits and compensation. Our Purpose—Creating an energy resilient world for a better future—and Values: Curiosity, Trust, Pace, and Excellence, are important cultural components that shape the way we work and relate to one another. Learn more about Rehlko at https://www.rehlko.com/who-we-are. In addition to the investment in your development, Rehlko offers a comprehensive package with competitive salaries and a range of additional benefits.Rehlko is an equal opportunity employer that prohibits discrimination and will make decisions regarding employment opportunities, including, but not limited to, hiring, job assignment, compensation, promotion, benefits, training, discipline, and termination, promote equal opportunities in every aspect of our process.Our ValuesCuriosity – Seek, learn, shareTrust – Go farther togetherPace – Focus to go fasterExcellence – Find the win every day