Job Description: Hire Administrator
Portable Space | Full-time | Based in Bacton Reports to: Hire Manager
About Portable Space
Portable Space is a multi-award-winning UK supplier of portable accommodation and storage solutions, including modular buildings, portable cabins, container hire and sales, and in-house container conversions. We support customers across a wide range of sectors, providing fast, practical space solutions backed by knowledgeable service and reliable delivery.
The Role
We’re looking for a proactive and organised Administrator to play a central role in supporting the smooth running of Portable Space’s hire operations. Working with the Hire Manager, the role provides accurate and practical administrative support across work planning, job records, maintenance scheduling, hire contract reconciliation, invoicing, and transport bookings. The role ensures information is communicated clearly, jobs are accurately recorded and administrative processes are completed correctly and efficiently.
Key Responsibilities
- Operational Support – Providing administrative support to the hire team in the development and implementation of operational processes and improvements. Support day-to-day hire administration, maintaining accurate records and proactively completing tasks across the hire function.
- Planning Work – Ensuring resources (labour, equipment, materials) are allocated efficiently to meet project timelines, highlighting any challenges and finding solutions to overcome them. Recording, amending, and updating all hire and paint shop jobs communicating with commercial and operational teams.
- Job Board Management – Ownership that all jobs and required actions are being accurately recorded and maintained as projects develop. Keeping information updated including priorities, progress, outstanding actions, and completion status.
- Contract and Invoicing Administration – Reconcile hire contracts on our database to ensure all live and completed hires are accurately recorded and invoiced correctly. Checking contract details, hire periods, delivery and collection information, asset allocations, and chargeable items for accuracy before invoicing, including amendments, extensions, off hires, damages, and services. Identify and resolve discrepancies between hire contracts, operational records and invoicing information escalating issues to the hire manager when required
- Maintenance Planning – Taking responsibility for the coordination of all maintenance activity, schedule off-site maintenance visits and communicate with the engineers and internal teams. Ensure all requirements are accurately recorded and progressed in a timely manner, materials are available, site restrictions are checked, reported issues are understood and documented for efficient resolution.
- Maintenance Closing – Track and report the status of maintenance work, appointments and follow up actions are documented and reflected on the relevant boards, details are reported back for chargeable services
- Damage Chargeback to Hire Customers – Monitor and assess any damages to equipment after hire, working with the team to document damaged and ensure appropriate charges are applied to the customer in line with company policies
- Logistics – Collaboratively working with the transport team so all jobs are booked with the required information and processes followed
- Procurement and Resource Management – Assist with ordering materials, consumables and equipment needed for projects
- Compliance, Safety and Quality – Support adherence to health and safety standards, ensuring all operational processes and procedures are being followed, assisting with quality controls of all units before dispatch
Required Experience & Skills
Administration
Experience in administrative roles with a proactive approach to completing tasks and supporting colleagues.
Organisation, Prioritisation and Proactivity
Proactively manages administrative tasks across the Hire function, balancing multiple jobs, deadlines and priorities effectively.
Communication
Clear, confident, and professional with customers, drivers and site teams.
Problem Solving
Quickly resolves scheduling issues, site constraints, or last-minute changes
Strong Attention to Detail
Maintains accurate records, checks information carefully and ensures administrative processes are completed correctly.
Teamwork
Works collaboratively across yard, transport, sales and operations.
Construction / Logistics Awareness – Desirable
Awareness of site operations, transport planning and equipment hire environments is desirable.
Personal Attributes
- Customer-First Attitude with a passion for providing exceptional service and exceeding customer expectations.
- Self-Motivated and driven proactive individual who thrives in a target-driven environment.
- Adaptability to navigate a fast-paced and ever-changing environment with ease.
- Resilience and persistence in a changing environment, overcoming challenges with passion.
- Strong Communicator excellent interpersonal skills, with the ability to build and maintain relationships at all levels.
- Confident and Vibrant Attitudeeager to learn and grow, maintaining a positive and optimistic outlook.
- Diligent a strong attention to detail, and analytical problem solving.
Desirable
- Experience of hire accommodation into construction, education, healthcare, local authority, facilities/estates or infrastructure environments.
- Knowledge of the hire industry, portable accommodation, construction, or related projects.
- Product awareness – Cabins, containers, office, canteens, drying rooms, toilets and mobile welfare.
What We Offer
- Competitive base salary + Yearly bonus.
- Supportive team environment with close alignment to the commercial and operational hire teams.
- 27 days holiday entitlement, pension, and other company benefits.
Working Pattern
Full-time: Monday to Friday. Location: Bacton office and yard.
How to Apply
Please send your CV and a short note on why you’re a strong fit for our hire administration role to [email protected]
Benefits:
- Company events
- Company pension
- Cycle to work scheme
- Free parking
- Health & wellbeing programme
- On-site parking
Work Location: In person
