Hire Controller

The Hire Controller will be responsible for the efficient coordination of the external plant hire operation, ensuring hires are delivered on time, cost effectively, whilst maintaining maximum utilisation of internal resources. The role includes negotiating day to day hire arrangements with suppliers, maintaining accurate and timely records in the company systems, and supporting the Plant Department with reporting, invoicing, and administration. The Hire Controller will liaise closely with sites, suppliers, accounts, and other internal teams to ensure smooth delivery of equipment and services, while promoting value for money and strong supplier relationships.

Responsibilities

• Work to & within the Mackley company procedures, policies, integrated management system & regularly communicate with your line manager.
• Own the external plant hire process from enquiry to off-hire, ensuring high quality service, maximum utilisation, and cost efficiency.
• Negotiate day to day and annual hire rates with suppliers, agree terms, and manage rebate arrangements. Maintain accurate records and report rebate revenue.
• Develop and maintain strong working relationships with suppliers, holding regular discussions to ensure quality of supply and value for money.
• Build and maintain a wide ranging knowledge of the supplier market to source equipment quickly and efficiently, ensuring prompt responses to project requirements.
• Liaise with project teams regarding delivery dates, collection dates, and on site arrangements for hired equipment.
• Coordinate cross hire processes and manage internal re-hire arrangements, ensure accurate records of utilisation, revenue, and adherence to pre-agreed project rates where applicable.
• Work alongside the Internal Hire and Stores teams to facilitate hires, and liaise with Accounts to ensure accurate invoicing and resolve queries.
• Create, check, adjust, and upload weekly hire reports; liaise with sites and Accounts to resolve queries.
• Monitor externally hired equipment, identifying opportunities to off-hire early, minimise costs, and make recommendations for internal purchase where appropriate.
• Monitor and report gains and losses against budgeted figures for hired equipment.
• Use IT systems to create clear, insightful reports from hire data, highlighting meaningful trends such as spending patterns, hire rates, and utilisation of specific equipment types, to support better decision making.
• Plan and coordinate logistics for hires and returns, considering cost effective options including bulk movements.
• Log and report damage or loss of hire equipment, negotiating with suppliers to minimise costs.
• Record and report supply chain performance, acting on site feedback to improve service and resolve issues.
• Attend contract handover and departmental meetings as required, reporting on hire activity and upcoming requirements.
• Regularly liaise with Workshop and Internal Hire teams to check internal equipment availability and plan accordingly.
• Ensure all hire activity is accurately recorded in company systems and complies with approval processes and external regulations.
• Maintain accurate and timely records in company systems, including the department calendar.
• Promote a safe working environment by following PPE rules and promptly reporting near misses and incidents.
• Provide responsive and professional support to internal customers, ensuring site requirements are met and issues resolved quickly.
• Escalate supplier issues, cost disputes, or operational risks promptly to the Plant Operations Lead for resolution.
• Proactively suggest improvements to hire processes, systems, and supplier arrangements to improve efficiency, reduce cost, and enhance service delivery.
• Provide cover for other department members when required.
• Support day to day knowledge sharing with colleagues, including apprentices.

Required qualifications, skills, experience

• Skills & Knowledge
• Strong knowledge of plant, tools and vehicles (desirable)
• Negotiation skills, with ability to secure competitive rates and favourable supplier terms.
• Strong organisational skills with ability to manage multiple hires simultaneously.
• Confident communication skills, both written and verbal, with internal teams and external suppliers.
• Competence in stock control, record-keeping, and data accuracy.
• Ability to analyse hire data, utilisation, and costs to support decision making.
• Problem solving skills and ability to make sound commercial decisions under pressure.
• Experience
• Proven experience in procurement, purchasing, hire, plant or construction related operations.
• Experience of hire/stores management systems (desirable).
• Construction industry experience (desirable).
• Experience in managing supplier relationships and resolving commercial queries.
• Technology skills
• Microsoft Office (Outlook, Word, Excel, PowerPoint) and Hire/Construction/Procurement systems.
• Training / Qualifications
• GCSEs in Maths & English (or equivalent).
• Full UK driving licence.
• CSCS card (desirable).
• Training in negotiation techniques or auditing (desirable).
• Supply chain or hire-related qualification (desirable, e.g. CIPS, NVQ).

The company may, from time to time, require you to undertake duties other than those outlined in this job description and/or to undertake work in other departments/sites to meet customer demands. Any changes to this job description will be discussed and agreed with you.