Office Administrator

Job Title:
Office Administrator

Location: Glasgow, Scotland
Work Pattern: Full-time, office-based

Flannery Plant Hire is a leading provider of plant hire and specialist attachments to the construction industry across the UK and Ireland. With a comprehensive fleet of innovative machinery, we pride ourselves on delivering exceptional customer service and meeting our clients' project requirements.

We are looking for a highly organised and proactive Administrator to support the Hire, Service, and Transport Desks, ensuring smooth day-to-day operations and excellent communication between customers, depots, drivers, engineers, and internal teams.

The Office Administrator will provide essential administrative and coordination support across three key operational functions. This role is central to ensuring hires are processed accurately, equipment servicing is tracked and scheduled effectively, and transport movements are coordinated efficiently.

This is a fast-paced role suited to someone who thrives in an operational environment and enjoys being at the heart of the business.

• Maintain accurate records across hire, service, and transport systems.

• Act as a key point of contact between customers, depots, drivers, and internal teams.

• Handle incoming calls, emails, and queries professionally and promptly.

• Support reporting, filing, and document control as required.

• Adhere to health & safety, compliance, and company procedures at all times.

• Process hire orders, extensions, off-hires, and returns accurately and efficiently.

• Create and update hire contracts in the hire/ERP system.

• Liaise with customers to confirm availability, delivery dates, and collection arrangements.

• Ensure all hire documentation is completed correctly and in line with company procedures.

• Log service, maintenance, and breakdown requests accurately.

• Update systems with service records, job statuses, and completion notes.

• Chase outstanding service actions and ensure minimal downtime for hired equipment.

• Maintain accurate records to support compliance, safety, and audit requirements.

• Update transport systems with movement details and delivery confirmations.

• Handle customer and internal queries related to deliveries and collections.

• Previous experience in an administrative or coordinator role (ideally in plant hire, construction, logistics, or a similar operational environment).

• Strong organisational skills with the ability to manage multiple priorities.

• Excellent communication skills, both written and verbal.

• High attention to detail and accuracy.

• Confident using IT systems, including Microsoft Office (Outlook, Excel, Word).

• Ability to remain calm and professional in a fast-paced environment.

• Experience working on hire desks, service desks, or transport/logistics operations.

• Familiarity with hire or ERP systems.

• Understanding of plant hire, construction, or fleet operations.

• Knowledge of basic compliance or safety documentation.

• Competitive Salary:
  We offer a highly competitive salary and package that reflects your skills and experience.

• Generous Leave:
  Enjoy 24 days plus bank holiday annual leave and personal leave to maintain a healthy work life balance.

• Professional Development:
  Take advantage of training programs, workshops, and seminars to enhance your skills and advance your career.

• Employee Assistance Program:
  Access to free, confidential support services for personal and work-related issues.

• Environmental and Safety Commitment:
  Join a company that prioritises safety and sustainability, ensuring a safe and Eco-friendly working environment.

• Modern Equipment:
  Work with the best and latest plant and machinery in the industry.

• Team Oriented Culture:
  Be part of a supportive and collaborative team that values each member’s contribution.

• Recognition Programs:
  Acknowledge and reward outstanding performance and dedication with various recognition programs.