Rental Administrator (40 hours per week)

London Hire Community Services; Erith; On-site; GBP 25,000 - 31,000; Full time

Benefits offered by this job

Working hours 40 per week

Bereavement leave

Company events

Employee Assurance Programme

On-site parking

Referral programme

Job summary

London Hire Community Services is seeking a Rental Administrator to join the Rental department in Erith. The role supports the day-to-day operations, including diary management, invoicing, and rental agreements.

You will work Monday to Friday, 08:00-17:00, 40 hours per week, with prior administration experience in the automotive sector being desirable. Strong organization and communication skills are essential to success.

Qualifications

• 1-2 years of experience in administration.
• Experience in the automotive industry is desirable.
• Proactive and professional approach.
• Excellent time management and attention to detail.
• Strong verbal and written communication.
• Reliable, enthusiastic, able to work independently or in a team.
• Able to use initiative and adapt to support other areas.

Responsibilities

• Update and manage available lists from Stream Reports and keep the Rental Oracle sheet current daily.
• Monitor operations reports with guidance from the Rental Supervisor and Rental Manager.
• Manage excess mileage, RFL and other recharges in the Rental department.
• Maintain the daily diary and process 90-day extensions via Docusign.
• Highlight vehicle dependencies for disposal, maintenance, or customer reservations.
• Assist with rental bookings from new and existing customers.
• Prepare rental agreements for audits with the Rental Supervisor and Manager, coordinating with admin and finance.
• Manage and update insurance certificates for customers.
• Assist with bodywork or disposal requirements as needed.
• Organise invoices and verify PO numbers.
• File and archive contracts and rental agreements; monitor weekly reports.
• Handle department phone calls and emails.

Skills

Time management

Attention to detail

Communication

Teamwork

Independent work

Microsoft Office

Key2 software

Proactive

Tools

Stream Reports

Rental Oracle

Docusign

Job description

Rental Administrator (40 hours per week)

Department: Rental

Employment Type: Permanent - Full Time

Location: Erith

Reporting To: Rental Manager

Compensation: £28,000 / year

The London Hire Group of Companies are both the largest provider of accessible vehicles in the UK, as well as a reputable contractor of full transport services for vulnerable children and adults through London Hire Community Services. Our head office is based in Erith, Kent, and we have depot spaces around London, as well as in Milton Keynes, Hertfordshire, and Oxfordshire.

We have an opportunity for a Rental Administrator to join our team to assist with the administration of the day-to‑day operations of the Rental department. The Rental Administrator will have responsibilities in the following functional areas of administration: diary keeping, monthly auditing, arranging rental agreements, managing invoices and purchase orders.

Key Responsibilities

• Updating and managing available list from Stream Reports (On & Off Hires) daily and keeping the Rental Oracle sheet up to date each day.
• Monitoring operations reports with the guidance of the Rental Supervisor & Rental Manager
• Managing Excess mileage, RFL & any other recharge work in the Rental department
• Managing and keeping the daily diary up to date and before end of billing month, along with sending out 90-day agreement extensions where necessary Docusign system in place.
• Highlighting and reporting vehicles dependency as to whether they are disposal, need maintenance or if they are reserved for customers on the yard list and on the oracle.
• To assist the rental supervisor & Manager with rental bookings from new and current customers.
• Prepare rental agreements for upcoming audits with the rental supervisor & Manager, whilst working alongside our admin and finance departments.
• Managing and keeping record of all insurance certificates for our current customers and update monthly as and when records become outdated.
• Assist the Rental Supervisor and Rental Manager with any bodywork or disposal requirements.
• Managing and organising invoices for hired vehicles and checking PO numbers.
• Filing, managing contracts and rental agreements to the system as instructed, monitoring weekly reports to ensure these are up to date.
• Manage phone calls and emails within the department.

Skills, Knowledge and Expertise

• Previous experience in administration (1- 2 years required)
• Previous experience in the automotive industry is desirable.
• Proactive and have a professional approach demonstrated throughout your work.
• Excellent time management skills.
• Well organised, with excellent attention to detail.
• Excellent verbal and written communication skills.
• Reliable and enthusiastic, with the ability to work both independently and as part of a team.
• Able to use initiative and adapt to support other areas of the business when required.
• Proficient in Microsoft Word, Excel, and Outlook. Experience using Key2 software is preferred but not essential.

Benefits

• Working Monday - Friday, 08:00 - 17:00, 40hours per week
• Bereavement leave
• Company events
• Access to our Employee Assurance Programme.
• On-site parking
• Referral programme