UK Rental/Sales Coordinator

The role

The UK Rental/Sales Coordinator role is responsible for providing administrative and operational support to the sales
function, ensuring the smooth coordination of sales activities, rental contracts, and internal communications across
the organisation.

The role supports the Sales team and wider operational teams by managing documentation, maintaining system
records, coordinating supplier interactions, and ensuring that customer requests and internal processes are handled
efficiently. The position requires strong organisational skills, attention to detail, and the ability to work collaboratively with multiple departments including operations, engineering, logistics and finance.

Relationships

Direct report: Global Sales Manager
Indirect report: UK General Manager
Liaises with: Sales Team, Operations Team, Finance Team, Logistics Team, Engineering Team, Customers, Suppliers.

Responsibilities

The following is a list of responsibilities associated with the role. This includes but is not limited to:

Sales Administration

Maintain accurate filing of all sales and operational documentation within the company SharePoint system.
Retrieve, track, and manage equipment utilisation data to support the sales and operations teams.
Update and maintain Insphire ERP contract records to ensure rental dates and equipment allocations
reflect agreed customer arrangements.
Prepare and issue basic sales quotations for equipment rental and sales enquiries.
Raise purchase orders for equipment, services, and supplier requirements in line with company procedures.
Record meeting minutes where required and distribute them to relevant stakeholders.
Update internal calendars, planning tools, and WorkPoint entries to ensure accurate scheduling of activities.
Conduct customer feedback surveys and maintain records of responses to support service improvements.

Operational Coordination

Monitor and manage lost hire opportunities
and cross-hire requirements.
Coordinate with cross-hire suppliers to track equipment availability and delivery timescales.
Liaise with internal teams to ensure effective communication between sales, engineering,
ogistics and operations departments.
Monitor the preparation status of equipment to ensure readiness for customer mobilisation requirements.
Assist in tracking equipment availability and utilisation to support ongoing rental operations

Sales support and coordination

Act as a coordination point between internal operational functions to ensure information
is communicated efficiently across the business.
Support the sales team by maintaining accurate records of enquiries, quotations, and contract updates.
Ensure documentation relating to sales activities is maintained in an organised and accessible format.
Assist with other administrative or coordination tasks as required to support the wider team

Experience and Qualifications

The following qualifications and experience are deemed desirable for the role

Previous experience in a sales coordination, administration, or operations support role.
Experience working within equipment rental, engineering, offshore, or technical service
industries preferred but not essential.
Proficient use of Microsoft Office applications including Word, Excel, and Outlook.
Experience using ERP systems such as Insphire preferred but not essential.
Understanding of sales administration processes including quotations, purchase orders,
and contract management.
Experience managing documentation and records within SharePoint or similar document management system

Skills and Knowledge

Excellent organizational and time management.
Excellent attention to detail with a methodical approach to work carried out.
Strong problem solving and analytical skills with a proactive approach to work.
Strong communication skills – working with
staff clients and vendors
InspHire Database Administration is beneficial
but not a necessity

Personal Qualities

Excellent organisational with attention to detail.
Strong communication skills and ability to work effectively with multiple teams.
Ability to manage multiple tasks and priorities in
a fast-paced operational environment.
Proactive and reliable with a strong sense of responsibility.
A collaborative team player who contributes positively to the wider organisation.
Professional approach to customer service and internal stakeholder engagement