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
