Senior Hire Coordinator
Ready to take the wheel?
Are you an experienced hire desk professional who knows the industry, loves keeping things moving, and is ready to make a role your own from day one?
We're growing our equipment hire operation and looking for a Hire Co-Ordinator who can hit the ground running, keep customers happy, and make sure every hire runs like a well-oiled machine.
This is a genuine opportunity to take ownership, make an impact, and build something great with us.
ABOUT THE ROLE
You'll manage the end-to-end hire process for our heavy equipment fleet, becoming the go-to person for customers from initial enquiry through quoting, booking, logistics and post-hire follow-up.
You'll work closely with our operations, yard and finance teams to keep equipment moving, paperwork on track and customers well looked after.
In short: you'll be the engine room of the hire desk.
WHAT YOU'LL BE RESPONSIBLE FOR
Customer Management & Sales
Manage the full hire enquiry lifecycle, turning quotes into confirmed bookings through sharp follow-up and strong customer knowledge
Provide expert guidance on equipment selection and specifications to match customer project requirements
Keep communication proactive, clear and skilled, and spot potential issues before they become problems
Build strong, long-term customer relationships that drive repeat business and referrals
Manage cash hire contracts, payments and final close-out processes
Support BDM activity with follow-up actions and opportunities
Fleet & Operational Co-ordination
Manage equipment availability, working closely with the operations team to confirm readiness and resolve scheduling conflicts
Ensure machinery meets required condition standards before every deployment




Coordinate delivery and collection transport with internal and third-party transport providers
Keep the moving parts moving, and make sure everyone knows what's happening
Compliance & Administration
Prepare and manage quotes, rental agreements and transport orders, ensuring all documentation is accurate and complete
Ensure all hires meet applicable health, safety and compliance requirements
Contribute to daily and weekly KPIs, including quote follow-up, DIFOT performance and margin control of contracted services
Support customer onboarding requirements through customer portals and site specific compliance document control
Participate in staff training and team meetings
WHAT WE'RE LOOKING FOR
This role requires demonstrated experience in the equipment or associated industries.
We're looking for someone with:
A background in hire desk operations, sales, rental coordination or fleet management within the heavy equipment, earthmoving or construction sectors
Proven ability to manage the full hire lifecycle, from initial enquiry right through to post-hire close-out
Working knowledge of heavy machinery types, applications and specifications
Experience preparing and managing rental contracts and associated documentation
Confidence managing customer relationships at a professional level, including when the pressure is on
Proficiency with rental management systems, CRM tools and Microsoft Office
Excellent organisation skills, attention to detail and strong communication
WHY THIS ROLE?
Because you won't just be processing hire orders.
You'll own the customer experience, keep the fleet turning and play a key role in growing the business.
If you're commercially minded, operationally switched-on and know your way around a hire desk, we'd love to hear from you.
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📌 Senior Hire Coordinator (Melbourne)
🏢 Proquip Rental & Sales
📍 Melbourne