Rental Controller
Reports to: Depot Manager
Job Purpose
To effectively manage the Rental Fleet to serve our customer base and coordinate transport for the Depot.
Person Specification
* Excellent organisational skills
* Good communicator
* Good customer service skills
* Proactive approach
* Accurate and methodical in administration
* Ability to cope with pressure and pace
* PC literate in Word/Excel
Core Activities
Short-term Rental (STR) Fleet
* Process enquiries for casual hire – quotations and follow up.
* Fax STR agreements for customer signature prior to delivery of equipment.
* Prepare STR agreements, Transport Notes, etc.
* Ensure machines in depot are correctly identified/labelled with status.
* Keep casual hire truck files updated, including filing of Transport Notes and STR Agreements.
* Ensure LOLER inspections have been carried out and are current for all STR machines.
* Resolve invoice queries relating to Contract and STR.
* Liaise with Nottingham VSB department to keep the Kerridge system updated for truck movements and maintain contract files for the region.
* Produce weekly availability list for STR fleet.
* Monitor STR utilisation to achieve minimum 85% utilisation, liaising with Sales, Contract and Operations Manager to identify possible disposal machines.
* Monitor hour‑meter readings and raise invoices for excess hour charges where applicable.
Contract Fleet
* Co‑ordinate delivery and handover of new trucks with sales admin/VSB and Corby Refurbishment Centre.
* Inform workshop of all new/used trucks delivered into depot for preparation and ensure they are labelled and identified.
* Co‑ordinate inspection of all machines returned from long‑term hire and send repair quotations within 48 hours.
Transport
* Daily scheduling of transport for casual hire, demos, new and refurbished trucks.
* Manage transport budget for internal and external movements; provide monthly summary of costs and income.
* Minimise external transport costs by optimising internal transport.
* Allocate all transport costs to the relevant customer or internal department.
General Duties
* Monthly invoicing and posting of all invoices for casual trucks.
* Calculate weekly utilisation figures for the Weekly Operations Report.
* Daily listing of truck movements between depots and Corby refurbishment centre for service schedule updates.
* Provide monthly contract and casual hire fleet totals to Operations Manager.
* Keep X‑hire charges to a minimum.
* Complete monthly stock takes and resolve variances.
* Complete weekly STR report for Depot Manager.
Miscellaneous
* Process requests for demonstration units and coordinate collection/delivery from other depots or dealers.
* Monitor demo fleet and ensure collection within one week.
* Keep VSB updated on new truck and attachment deliveries, both into the depot and to the customer.
* Perform any other reasonable duties that may be required from time to time within the scope of your knowledge, skills and ability.
Reports
* EOT (End of Term)
* Monthly Rental Recons for submission to the Accounts Dept.
* Agreements in Daily Rental
* Cost compared to income in Daily Rental
* Loler due/overdue in the month and services due/overdue on STR fleet, and advise Service Department
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