Job Overview
The Plant Hire Parts & Workshop Assistant plays a critical support role in the efficient operation of the workshop and parts function within a plant hire / equipment rental business. The position focuses on accurate parts ordering and control, administration of breakdowns, processing of damage notifications, and clear communication with customers regarding potential charges arising from damage, misuse, or excess wear.
The role requires strong organisational skills, attention to detail, good customer communication, and the ability to work under pressure in a fast-paced hire environment where machine availability and accurate charging are commercially important.
Key Responsibilities
Parts Ordering & Inventory Support
- Raise purchase orders for spare parts, consumables, filters, oils, and workshop supplies in line with job requirements and stock levels.
- Liaise with suppliers, manufacturers, and internal stores to obtain correct part numbers, pricing, availability, and lead times.
- Monitor outstanding orders, chase deliveries, and update the workshop / parts system with receipt and allocation information.
- Assist with stock checks, goods-in processing, and basic stock control to minimise downtime caused by parts shortages.
- Maintain accurate records of parts usage against specific machines, jobs, and hire contracts.
Breakdown Administration
- Receive, log, and process breakdown reports from operators, site staff, or customers.
- Create and update job cards / work orders with relevant machine details, fault descriptions, location, and priority.
- Coordinate with technicians, the workshop, and transport to support timely response and resolution.
- Track progress of breakdown repairs, chase outstanding actions, and keep internal stakeholders informed of status and expected return-to-hire dates.
- Ensure all related paperwork, digital records, and system updates (including time, parts, and labour) are completed accurately and promptly.
Damage Notifications & Charge Administration
- Process damage reports and notifications received from customers, transport, or inspection teams.
- Compile and maintain clear records of damage (photographs, inspection reports, descriptions, machine hours/condition on hire and off-hire).
- Prepare or assist in the preparation of potential charge documentation, including parts, labour, transport, and any applicable excess wear or misuse charges.
- Communicate clearly and professionally with customers regarding notified damage, estimated or confirmed charges, supporting evidence, and next steps.
- Escalate complex or disputed cases to the Workshop Manager, Hire Desk, or Credit Control as appropriate while ensuring timely follow-up.
- Support the recovery of costs by ensuring accurate coding, invoicing information, and handover of documentation to the relevant commercial or accounts team.
General Workshop & Customer Support
- Act as a point of contact for internal and external queries relating to parts status, repair progress, and damage charges.
- Maintain tidy and organised records (both paper and digital) so that information can be retrieved quickly for audits, customer queries, or management reporting.
Join us as a Plant Hire Parts & Workshop Assistant if you’re eager to build your expertise in a fast-paced environment that values energy, precision, and proactive problem-solving!
Pay: From £35,000.00 per year
Benefits:
- Free parking
- On-site parking
Work Location: In person
