An internal company in the sales and rentals of heavy machinery and aerial work platforms (AWPs) is recruiting a Hire Desk Executive. This role will be responsible for the efficient and effective operation of the Dubai / Abu Dhabi Hire Desk functions and is based in Musaffah, Abu Dhabi; additionally, there will be some interaction and guidance responsibility within the operations, commercial, and technical teams. Reports to the Operations Manager Job Responsibilities
Understand and perform all “rental cycle” tasks with the rental desk teams this includes but is not limited to, transport & logistics, telematics monitoring, administration related to hire desk operations, and account release requests with the credit control team.
Understand and perform the timeliness and accuracy of the rental desk team’s data and status updates in the
Insync/MAR platform and any other agreed data management tools.
Scheduling operations supervisors on-site “familiarizations” & “off-hire inspections”. Monitoring the delivery of machines and assigning tasks to the operations supervisors.
Understands and perform communication pathways (phone, email, verbal, system) for internal and external machine rental related requests, following the correct processes, with a view to the elimination of waste and duplications (defects).
Preparing hire agreements and emailing to the customer.
Following up hire agreements, LPO’s prior to delivery of machines.
Ensures rental agreements, delivery notes/collection notes, LPO’s that is required to enable a machine on/off hire areaccurately completed, filed and updated in the system.
Collecting “pre-delivery” photographs of the machines & having them filed in the system.
Preparing the delivery notes and providing them to the transporter.
Preparing a job file against each sales order & filing the documents, including delivery note acknowledgements.
Forwarding the information and updating the customer inquiry log.
Checking customer emails, liaising with commercial and technical staff closely for coordination of each specific job
Scheduling of IPAF and or Familiarization request from Clients or Account Managers as when required. Filing of duly filled familiarization certificates upon the completion of the operator familiarization.
Occasionally will provide additional reporting to operations manager, related to rental desk function as required.
Requirements
Degree or diploma in engineering/ or management
Minimum 2-3 years of experience in order processing, hire desk, customer service, operations, transport coordination
Enthusiastic and Self-motivated
Team player with excellent communication and people management skills.
Negotiations skills
Computer literate with proficiency in MS Office- specially on Excel functions like pivot, V look-up
Fluent in English, and Hindi will be an advantage.
