Hire & Logistics Administrator

April 12, 2024
£23030 - £23030

Job Description

Job Type: Permanent, Full time

Hours: 42.5 hours per week, Monday to Friday flexible between the hours 08:00 – 18:00 and working a Saturday on a rota basis between the hours 08:00 – 12:00


22 days per annum rising to 23/25 days on length of service plus usual bank holidays, Employee referral scheme offering £300 – £500 depending upon role, Discount on vehicle hire, Specsavers Eye care vouchers, Perkbox benefits and discounts with selected automotive companies.

Company Overview:

VMS Fleet Management Ltd is part of the fast growing VMS Automotive Group offering a range of services comprising of Contract Hire & Fleet Management, Accident Management as well as offering Maintenance Services from our inhouse workshops and a leading provider of transport refrigeration systems, air conditioning solutions and converting panel vans into commercial, refrigerated vehicles. VMS Automotive operate nationwide with workshops and vehicle hire sites throughout the UK with our Head Office based in Stevenage and our Operations centre based in Bury St Edmunds.

As a result of our continued growth, we are looking for additional team members to join our team to help us continue providing outstanding service to our customers.

Role Summary: –

The role of the Hire & Logistics Administrator will require an extremely methodical and personable individual. In addition, you will have a keen attention to detail and be self-motivated to ensure smooth administration procedures are followed to at all times.

The primary aim of the Hire & Logistics Administrator is to ensure that the business needs and requirements are met, and that work is completed in an efficient and timely manner.

Main Purpose of the Role

The purpose of this role is to provide administrative support in the branch. This role is varied with the main emphasis being on administering fleet and controlling customer’s short-term rental requirements.

The key day-to-day responsibilities of this role are varied and include:

Booking and off hiring vehicles to cover accident and arising needs of staff through fleet rental system.

Ensure vehicles are available and ready for hire as and when required

Review of current hiring, communicating findings to clients with regard to extensions and terminations of hire periods (including company vehicles and external hires).

Communicate with sales manager to maximise fleet potential

Communicate with suppliers and customers to gain information or enquires on the prompt delivery and off hire of rental vehicles

Provide Prompt resolution of all internal and external routine queries via telephone and emails

Provide a high level of customer satisfaction for retention of clients

Maintain accurate records relating to customer communications.

General ad hoc administrative duties

Run daily Vehicle off road (VOR) report for the company

You will be reporting to the Branch Manager.

The tasks and responsibilities of the Hire Administrator may change to fit the requirements of the business’ growth and development.

Key Skills Required:-

The ideal candidate will have:

Strong IT skills

Competent user of Microsoft Office with particular emphasis on Excel

Strong analytical skills

Ability to manage own tasks and prioritise workload

Ability to work to tight deadlines

Excellent telephone manner

High levels of accuracy and attention to detail in work.

Customer focused

Effective planning and organisational skills.

Personal Competencies: –

Strong verbal and written communication skills

Enthusiastic with a “can do” attitude

A willingness to learn and grow within a commercial environment where customer service and client satisfaction is the primary focus

Smart and professional in appearance

Ability to work as part of a team

Ability to meet deadlines in a fast-paced environment.

Ability to switch from one task to another with ease and agility.

Self-motivated and tenacious.

A positive and professional attitude.

Demonstrates honesty and integrity at all times.

Knowledge and experience desirable:-

Accurate and effective administration

Customer service experience is essential

Experience of the daily rental sector

Administrative experience within the fleet trade

Good time management

Should have passion to contribute to the development of Company processes and sales procedures