Office Furniture Leasing Coordinator Contract UK

Responsibilities reflected in the contract

• Coordinate furniture surveys quotes and leases.
• Plan deliveries installations moves and collections.
• Maintain asset inventories locations and condition.
• Liaise with clients installers and suppliers.
• Manage damage replacements and end-of-lease returns.

A realistic working scenario

A typical day includes reviewing the rental booking and asset system to allocate desks, scheduling and carrying out asset inspections at the workplace or client site, recording inspection outcomes and maintenance needs in the asset inspection and maintenance records, preparing handover checklists and deposit/return paperwork, updating customers by email/phone/calendar, and escalating any damaged, unsafe or unavailable desks to the rental or branch manager for decision. Work requires using PPE, risk assessment records and approved company document systems for authorised tasks only.

Outputs to agree

• Allocated desk schedule and booking entries in the rental booking and asset system
• Completed asset inspection and desk condition reports (inspection checklists)
• Handover checklists and customer deposit/return paperwork
• Customer communications: appointment confirmations, condition statements and service updates
• Escalation notice or incident report for damaged, unsafe or unavailable desks

Records and evidence

• Rental booking and asset system entries (allocations, bookings, availability).
• Asset inspection and maintenance records (inspection checklists, condition notes, maintenance requests).
• Customer deposit and return records (deposit status, return condition, settlement notes).
• Appointment, correspondence and handover logs (email/calendar/phone records tied to bookings).
• Risk assessment and PPE use records where required.
• Training, authorisation or approval logs relevant to office furniture leasing (desks) duties.

Reporting relationship

Typically reports to Line Manager or Department Manager. Confirm the employer's actual reporting structure in the builder.

Authority and escalation

• The Employee can allocate available desks and record routine maintenance requests in the rental booking and asset system and can complete handovers where the desk condition matches the recorded standard. The Employee must escalate damaged, unsafe, unavailable or disputed desks, and any proposed deposit refunds or withheld deposits, to the rental or branch manager for approval. The Employee must not authorise maintenance spend, change pricing, or override deposit decisions beyond the Employer's documented approval limits without rental or branch manager sign-off.
• Obtain approval before committing expenditure, changing contractual commitments or making regulated or staffing decisions outside the assigned role.

Tools and systems

• Email.
• Document systems.
• Phone systems.
• Risk assessment records.

Workplace context

• Office, client premises, remote systems or assigned work locations.

Contract priorities

• Keep rental booking and asset system and inspection records accurate and up to date
• Complete desk condition checks and handovers before customer occupancy
• Escalate damaged, unsafe, unavailable or disputed desks, and deposit disputes, promptly to the rental or branch manager
• Protect all employee, customer, supplier, appointment, correspondence, document and system records accessed during work
• Use company systems, equipment and property only for authorised office furniture leasing (desks) purposes
• Record and communicate delays, complaints or safeguarding and safety concerns affecting desk availability or condition

Information the employer should prepare

• the product range territory and client types
• the quote discount and lease authority
• the survey drawing and installation duties
• the asset system damage and charging process
• the contractor access and manual-handling controls