Hire Coordinator
Barhale
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Benefits offered by this job
Job summary
Barhale is seeking a proactive Hire Coordinator to support its Safety, Plant, Tool and Specialist hire departments in Walsall. You will liaise with customers and suppliers, manage bookings in/out, oversee the yard team, and maintain accurate administration across systems.
The role supports the customer service team, handles central mailboxes, quotes, off hires and breakdowns, and coordinates machine operators while ensuring efficient data processing and timely responses.
Qualifications
- Good administrative and organisational skills with attention to detail.
- Excellent communication and customer service abilities.
- Able to work effectively as part of a team in a fast-paced environment.
- Commercial awareness and a proactive approach to process improvements.
- Competence with computer systems and hire/rental software.
Responsibilities
- Support Customer Service Desk with inquiries, orders and queries and arrange supplier attendance.
- Manage off-hire mailbox and process returns, collections and yard logistics.
- Coordinate recall, inspections and repairs with workshop and operations teams.
- Maintain stock levels, input data into systems and assist with costings and invoicing.
- Ensure adherence to HSEQ policies and maintain high housekeeping standards.
Skills
Tools
Job description
The Hire Coordinator role is responsible for various tasks to ensure the smooth and effective running of our Safety, Plant, Tool and Specialist hire departments.
Liaising with our customers, suppliers and colleagues within our teams, to ensure excellent customer service is provided at all times, both internally and externally.
To provide support to the yard and workshop team and is accountable for the booking in and out of equipment for hire and returned goods or equipment into the depot, to oversee the yard team and ensure good housekeeping is maintained, ensuring all administration within our systems is completed
The role supports the customer service team, manages central mailboxes for the likes of customers enquiries, quotes, off hires and breakdowns, coordinating machine operators, whilst communicating with customers and suppliers ensuring information is processed accurately and efficiently.
Key Responsibilities:
On Hire, Off Hires & Breakdowns
- Supporting our Customer Service Desk with all incoming enquires, orders and queries. Contact preferred suppliers to attend site and raise relevant workshop jobs in the system and purchase orders for breakdowns reported by site that require third party assistance.
- Follow up on all third party repairs to obtain paperwork and costings, and process in the system.
- Manage the off hire mailbox for all incoming requests. Process in the system, selecting collection as required and providing the logistics team with any specific collection requests.
- Confirm off hires in the system from information documented on the returns register, liaising with the operations team on all queries.
- Confirm hire asset availability with the sales team for incoming enquiries via wallows lane requisition inbox.
- Maximise all hire opportunities to assist with hire utilisation and profitability.
Equipment Returns
- Receive off hired equipment in to the depot, checking paperwork for accuracy of plant numbers etc. Transfer information from the paperwork supplied to the returns register for processing, highlighting any queries or issues with the administration team.
- Leasie with the workshop teams on all customer damage notifications.
Equipment Recall
- Complete monthly equipment recall letters and send to customers detailing equipment due inspection. Liaise with customers for all exchanges required and/or arranging for our technicians to attend site to complete inspections. Confirming with the operations team when this can be achieved.
- Follow up all monthly recalls as per process.
- Provide departments with workshop equipment recall information and the Plant department with machine inspection recall information.
- Coordinate and process damage and loss notifications from workshop jobs, confirming the system is correctly updated by technicians and fitters with the relevant details.
- Working with the management team to ensure costs and charges are accurate, ensuring that they are charged within the customer SLA, whilst all queries are responded to within the agreed time frames, and charges are confirmed as per process.
- Process of asset disposals in the system following approval by management.
Commercial
- Maintain accurate stock levels of serviced equipment within the system and ensuring orders are picked accurately.
- Report stock issues and highlight where customer orders could potentially be delayed.
- Complete stock audits as requested, feeding back to the plant Operations manager and Quality Team.
- Support the business during annual stock checks.
Cost Management
- Coordinate all equipment externally hired for BCS. Contacting preferred suppliers to source equipment following receipt of an approved requisition.
- Process hire orders in the system and monitor durations. Off hire with suppliers as requested and process system costing GRNs.
- Monitor system hire reports to ensure all costs are captured and revenue charged accordingly.
- Receive paperwork from the yard team for goods received and scan to the Quality Team for processing.
HSEQ
- Complete tasks in accordance with risk assessments, notify the Team Leader of any potential noncompliance.
- Report accidents and Positive Interventions using the correct methods.
- Ensure the correct PPE is used in the at all times.
- Maintain excellent levels of housekeeping, ensure areas are free from waste and trip hazards etc
- Identify/Submit positive interventions where needed
- Work in conjunction with HSEQ policies and procedures
Key measures & targets:
- Outstanding and overdue customer statutory inspections
- Equipment ready for hire
- Number of unconfirmed damage notifications
- Number of outstanding third party repairs in the system
- Management of central mailboxes
- Turnaround time of customer equipment and quotations
- Efficiency of third party repairs
Key relationships:
- Operations Manager
- Customers
Person Specification:
The successful candidate is likely to meet all of the following criteria:
- Good administrative and organisational skills. Computer literate essential
- Excellent communication skills, able to work alongside management, technicians/fitters and site personnel
- An effective team member with a highly supportive, collaborative approach
- Good understanding of customer service expectations and excellent telephone manner
- A flexible and adaptable approach, you’ll enjoy a varied work day in a fast-paced operational environment where you’ll manage multiple tasks, deadlines and targets whilst maintaining high standards of accuracy
- A commitment to continuous improvement
- To have a commercial awareness
- Previous experience within the equipment hire industry
- Product knowledge of plant, tools, safety and survey equipment
- Hire/Rental system experience.
- Familiarity with Human Form Recognition systems.
About BCS Group:
BCS Group, a subsidiary of Barhale Holdings Plc, is a privately owned company. We are a leading supplier of safety and construction products based in the Midlands. We pride ourselves on providing a first-class service to all our customers, ensuring the right product or solution is delivered to the right location on time. With over 5,000 items within our core range, BCS Group can fulfil any order and ensure it is delivered directly via our dedicated transport fleet or those of our partners.
Manufacturing: Our capabilities include standard and bespoke signage, labels, temporary and permanent road traffic signs and bespoke steel fabrication/installation which includes footbridges, walkways, flooring, guardrails, ladders and tunnelling products.
Extensive Stock Range: Distributor of leading industry brands in PPE & clothing, traffic management, safety & lifting and site equipment products. These include Bollé, Pulsar, Globus, Rock Fall, Progarm, Portwest, Melba Swintex, Oxford Plastics, JSP, Nissen, Carters, Orafol, Crowcon, Radiodetection, Dräger, Ridgegear, and Plant Nappy.
Safety Equipment Servicing: Specialist safety & lifting repair, calibration and inspection since 1999. We have our own purpose-built maintenance and calibration facility for gas detection, cable avoidance, breathing apparatus and lifting equipment which along with our fully equipped mobile calibration unit is where all maintenance and repairs are carried out. Our staff are trained and fully qualified in the maintenance, calibration and inspection of a full range of specialist safety & lifting equipment.
Our People: With a direct workforce philosophy, the company culture is driven by our core values, which describe how we act day-to-day. We ensure all your needs are met through our national call centre and dedicated account management.
Triple Accreditation: ISO 9001:2015, ISO 14001:2015, ISO 45001:2018 and ISO 50001:2011 standards, which means our customers can have complete confidence that we have an ongoing commitment to be a safe, efficient and responsible partner.
Caring and investing in you
As a Gold Investors in People company and a Sunday Times 100 Best Company to Work For, we are committed to investing in people. We are passionate about creating a working environment where people are supported throughout their careers, where people can enjoy security and be part of a company that cares about them.
From the moment you join us, your well-being and career aspirations will be supported by.
- Company Pension
- Life Assurance
- Private Medical
- 25 days annual leave in addition to 8 public bank holidays and loyalty days
- Employee Assistance Programme to support your mental, physiological, and financial well-being.
- Flexible benefits via salary sacrifice
- Company car/green car scheme/car allowance/Van (dependent on position)
- Leadership & management training and coaching
- Regular line management engagement and appraisal to support your career progression.
- Development supported by internal and externally delivered training.
Proud member of the Disability Confident employer scheme
Hire Coordinator
The Role:
The Hire Coordinator role is responsible for various tasks to ensure the smooth and effective running of our Safety, Plant, Tool and Specialist hire departments.
Liaising with our customers, suppliers and colleagues within our teams, to ensure excellent customer service is provided at all times, both internally and externally.
To provide support to the yard and workshop team and is accountable for the booking in and out of equipment for hire and returned goods or equipment into the depot, to oversee the yard team and ensure good housekeeping is maintained, ensuring all administration within our systems is completed
The role supports the customer service team, manages central mailboxes for the likes of customers enquiries, quotes, off hires and breakdowns, coordinating machine operators, whilst communicating with customers and suppliers ensuring information is processed accurately and efficiently.
Key Responsibilities:
On Hire, Off Hires & Breakdowns
- Supporting our Customer Service Desk with all incoming enquires, orders and queries. Contact preferred suppliers to attend site and raise relevant workshop jobs in the system and purchase orders for breakdowns reported by site that require third party assistance.
- Follow up on all third party repairs to obtain paperwork and costings, and process in the system.
- Manage the off hire mailbox for all incoming requests. Process in the system, selecting collection as required and providing the logistics team with any specific collection requests.
- Confirm off hires in the system from information documented on the returns register, liaising with the operations team on all queries.
- Confirm hire asset availability with the sales team for incoming enquiries via wallows lane requisition inbox.
- Maximise all hire opportunities to assist with hire utilisation and profitability.
Equipment Returns
- Receive off hired equipment in to the depot, checking paperwork for accuracy of plant numbers etc. Transfer information from the paperwork supplied to the returns register for processing, highlighting any queries or issues with the administration team.
- Leasie with the workshop teams on all customer damage notifications.
Equipment Recall
- Complete monthly equipment recall letters and send to customers detailing equipment due inspection. Liaise with customers for all exchanges required and/or arranging for our technicians to attend site to complete inspections. Confirming with the operations team when this can be achieved.
- Follow up all monthly recalls as per process.
- Provide departments with workshop equipment recall information and the Plant department with machine inspection recall information.
- Coordinate and process damage and loss notifications from workshop jobs, confirming the system is correctly updated by technicians and fitters with the relevant details.
- Working with the management team to ensure costs and charges are accurate, ensuring that they are charged within the customer SLA, whilst all queries are responded to within the agreed time frames, and charges are confirmed as per process.
- Process of asset disposals in the system following approval by management.
Commercial
- Maintain accurate stock levels of serviced equipment within the system and ensuring orders are picked accurately.
- Report stock issues and highlight where customer orders could potentially be delayed.
- Complete stock audits as requested, feeding back to the plant Operations manager and Quality Team.
- Support the business during annual stock checks.
Cost Management
- Coordinate all equipment externally hired for BCS. Contacting preferred suppliers to source equipment following receipt of an approved requisition.
- Process hire orders in the system and monitor durations. Off hire with suppliers as requested and process system costing GRNs.
- Monitor system hire reports to ensure all costs are captured and revenue charged accordingly.
- Receive paperwork from the yard team for goods received and scan to the Quality Team for processing.
HSEQ
- Complete tasks in accordance with risk assessments, notify the Team Leader of any potential noncompliance.
- Report accidents and Positive Interventions using the correct methods.
- Ensure the correct PPE is used in the at all times.
- Maintain excellent levels of housekeeping, ensure areas are free from waste and trip hazards etc
- Identify/Submit positive interventions where needed
- Work in conjunction with HSEQ policies and procedures
Key measures & targets:
- Outstanding and overdue customer statutory inspections
- Equipment ready for hire
- Number of unconfirmed damage notifications
- Number of outstanding third party repairs in the system
- Management of central mailboxes
- Turnaround time of customer equipment and quotations
- Efficiency of third party repairs
- Hire Fleet Utilisation
Key relationships:
- Operations Manager
- Hire Manager
- Workshop Team Leaders
- Customers
Person Specification:
The successful candidate is likely to meet all of the following criteria:
Essential
- Good administrative and organisational skills. Computer literate essential
- Excellent communication skills, able to work alongside management, technicians/fitters and site personnel
- An effective team member with a highly supportive, collaborative approach
- Good understanding of customer service expectations and excellent telephone manner
- A flexible and adaptable approach, you’ll enjoy a varied work day in a fast-paced operational environment where you’ll manage multiple tasks, deadlines and targets whilst maintaining high standards of accuracy
- A commitment to continuous improvement
- To have a commercial awareness
Desirable
- Previous experience within the equipment hire industry
- Product knowledge of plant, tools, safety and survey equipment
- Hire/Rental system experience.
- Familiarity with Human Form Recognition systems.
About BCS Group:
BCS Group, a subsidiary of Barhale Holdings Plc, is a privately owned company. We are a leading supplier of safety and construction products based in the Midlands. We pride ourselves on providing a first-class service to all our customers, ensuring the right product or solution is delivered to the right location on time. With over 5,000 items within our core range, BCS Group can fulfil any order and ensure it is delivered directly via our dedicated transport fleet or those of our partners.
Manufacturing: Our capabilities include standard and bespoke signage, labels, temporary and permanent road traffic signs and bespoke steel fabrication/installation which includes footbridges, walkways, flooring, guardrails, ladders and tunnelling products.
Extensive Stock Range: Distributor of leading industry brands in PPE & clothing, traffic management, safety & lifting and site equipment products. These include Bollé, Pulsar, Globus, Rock Fall, Progarm, Portwest, Melba Swintex, Oxford Plastics, JSP, Nissen, Carters, Orafol, Crowcon, Radiodetection, Dräger, Ridgegear, and Plant Nappy.
Safety Equipment Servicing: Specialist safety & lifting repair, calibration and inspection since 1999. We have our own purpose-built maintenance and calibration facility for gas detection, cable avoidance, breathing apparatus and lifting equipment which along with our fully equipped mobile calibration unit is where all maintenance and repairs are carried out. Our staff are trained and fully qualified in the maintenance, calibration and inspection of a full range of specialist safety & lifting equipment.
Our People: With a direct workforce philosophy, the company culture is driven by our core values, which describe how we act day-to-day. We ensure all your needs are met through our national call centre and dedicated account management.
Triple Accreditation: ISO 9001:2015, ISO 14001:2015, ISO 45001:2018 and ISO 50001:2011 standards, which means our customers can have complete confidence that we have an ongoing commitment to be a safe, efficient and responsible partner.
Caring and investing in you
As a Gold Investors in People company and a Sunday Times 100 Best Company to Work For, we are committed to investing in people. We are passionate about creating a working environment where people are supported throughout their careers, where people can enjoy security and be part of a company that cares about them.
From the moment you join us, your well-being and career aspirations will be supported by.
- Competitive salary
- Company Pension
- Life Assurance
- Private Medical
- 25 days annual leave in addition to 8 public bank holidays and loyalty days
- 8 hours volunteering
- Employee Assistance Programme to support your mental, physiological, and financial well-being.
- Flexible benefits via salary sacrifice
- Company car/green car scheme/car allowance/Van (dependent on position)
- Leadership & management training and coaching
- Regular line management engagement and appraisal to support your career progression.
- Development supported by internal and externally delivered training.
- Continuous service awards
Proud member of the
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