Job Purpose
Administrator is responsible for the smooth and efficient running of allocated administrative tasks within a busy plant hire company. This role oversees day-to-day administrative operations, supports hire and transport coordination, general book-keeping duties and manages timesheet processing, and ensures excellent customer service, accurate record keeping, and compliance with company procedures.
Key Responsibilities
Office & Administration Management
* Oversee daily office operations to ensure efficiency and organisation
* Maintain accurate records for plant hire contracts, invoices, delivery notes, and compliance documents
* Ensure filing systems (digital and paper) are maintained and up to date
* Other office management and administration duties assigned by the Managing Director
Plant Hire & Operations Support
* Support hire desk operations, including booking plant, checking availability, and coordinating with yard and transport teams
* Liaise with customers regarding hire enquiries, extensions, off-hire notices, and queries
* Ensure all hire documentation is completed accurately and on time
* Monitor plant utilisation and assist with reporting where required
* Administration task associated with company fleet of vehicles
Finance & Payroll Support
* Raise customer invoices to a high level of accuracy and ensure all queries are resolved with minimum delay, ensure all invoices are settled on time, and ensuring all pertinent documents are filed electronically
* Process supplier invoices and credit notes in line with agreed approvals process and resolve any queries in a timely manner with suppliers
* Manage monthly timesheet process and outsourced payroll function ensuring high level of completeness and accuracy
* Provide information, documents and detail to external accountants if required
* Support Managing Director with other aspects of financial management as requested
Customer Service & Communication
* Act as a key point of contact for customers, suppliers, and colleagues
* Handle customer and supplier issues professionally and escalate when necessary
* Build strong working relationships with clients, suppliers and colleagues
Compliance & Health & Safety
* Ensure office procedures comply with company policies
* Maintain records relating to insurance, certifications, and operator documentation
* Support health & safety administration and audits
Skills & Experience
Essential:
* Previous experience in an administration role
* Strong organisational and multitasking skills
* Excellent communication and customer service abilities
* IT confident and comfortable using Microsoft Office suite or programmes
Desirable:
* Experience within plant hire, subcontracting, construction, or logistics industries
* Experience of Xero accounting software
* Knowledge of hire contracts, transport scheduling, or credit control
Personal Attributes
* Self-sufficient, proactive and solutions-focused
* Reliable and professional
* Ability to work with a high degree of accuracy and ensure all details are correct
Job Types: Full-time, Permanent
Pay: £25,000.00-£30,000.00 per year
Benefits:
* Company pension
* Flexitime
* Free parking
* On-site parking
* Work from home
Work Location: Hybrid remote in Carmarthen SA33 4DW