Hire Controller

First Military Recruitment; Rochester; On-site; GBP 25,000 - 35,000; Full time

Job summary

First Military Recruitment is seeking a Hire Controller to efficiently manage contracts from initiation to completion, ensuring excellent customer service. This role includes coordination of contract management, raising quotes, and maintaining robust communication across teams. Ideal candidates will have strong organizational skills, attention to detail, and a professional demeanor.

Benefits

25 days holiday plus bank holidays

Free parking

Corporate eye care scheme

Group life assurance (3x salary)

Private medical insurance (optional)

Qualifications

• Experience in a fast-paced coordinator or administrative role.
• Confident and professional phone manner.
• Ability to work independently and with a remote team.

Responsibilities

• Coordinate contract pack for compliance.
• Raise quotes and assist with labour planning.
• Ensure accurate processing of all stocks and POs.

Skills

Attention to detail

Problem-solving skills

Strong written and verbal communication skills

Good numeracy skills

Job description

Overview

First Military Recruitment is currently seeking a Hire Controller on behalf of one of our clients. The aim of this role is to ensure all contracts being actioned through to completion are administered professionally and promptly, ensuring excellent customer service.

Our client encourages applications from ex-military personnel; however, all candidates will be given due consideration.

Responsibilities:

1. Coordinate the elements of the contract pack on the shared drive to ensure compliance with company standards, handing over complete, clean files in a timely manner to the Customer Services Team.
2. Raise quotes in the system for all hire, sales, and enabling works.
3. Assist with team labour planning for jobs and escalate if additional support is required.
4. Raise a PO for transport if non-in-house vehicles are used.
5. Request fuel from the fuel desk.
6. Attach service data of stock into the system with job cards and photos.
7. Ensure all stock leaving the yard is photographed once loaded, ensuring compliance with the pick list and branding.
8. Confirm asset numbers on the contract via system/bar codes and make the contract live.
9. Ensure PO matches the quote.
10. Verify that month-end invoices are correct.
11. Photograph and check all stock entering the yard to confirm if returned from hire/site and update the contract status accordingly.
12. Complete paperwork at the end of each job in the system.
13. Raise workshop jobs for breakdowns and provide feedback upon completion.
14. Liaise with Supply Chain for spares and warranty information.
15. Communicate effectively at all levels and work as part of a team.
16. Coordinate with technical and sales teams to chase RAMs and verify contract details, ensuring clear, timely, and positive cross-department communication.
17. Maintain accuracy in PO, quote, and RAMS processes, escalating non-conformities.
18. Manage contract files to ensure 100% accuracy.
19. Handle and communicate off-hire actions to relevant teams.
20. Ensure QHSE documentation in the depot complies with standards.
21. Assist with other daily duties as needed.
22. Additional responsibilities may be assigned at management's discretion.

Skills and Qualifications:

1. Experience in a fast-paced coordinator or administrative role.
2. Confident and professional phone manner.
3. Ability to work independently and with a remote team.
4. Proficient in computer use.
5. Strong written and verbal communication skills.
6. Good numeracy skills for budgeting and sales tasks.
7. Attention to detail and ability to identify potential errors.
8. Problem-solving skills for customer issues.
9. Willingness to learn about the HVAC industry.

Benefits:

• 25 days holiday plus bank holidays.
• Free parking.
• Corporate eye care scheme.
• Discretionary benefits upon successful probation:
• Group life assurance (3x salary).
• Private medical insurance (optional).

Additional notes:

If you are not a passport holder of the country for the vacancy, you may need a work permit. Please check our blog for more information.

Do not provide bank or payment details when applying. All applications should be submitted via the 'Apply now' button.

Created on 15/06/2025 by TN United Kingdom