The Role
The Hire Desk Executive manages rental desk operations for heavy machinery, handling agreements, scheduling, customer communication, and data management in a team environment.
Summary Generated by Built In
An international 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.
Skills Required
- Degree or diploma in engineering or management
- Minimum 2-3 years of experience in order processing or hire desk
- Excellent communication and people management skills
- Proficiency in MS Office, especially Excel functions
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The Company
What We Do
Genesis Executive Search is a leading recruitment and executive search firm based in Dubai, specializing in headhunting C-level executives and top talent. They provide retained and contingent human resource solutions to multinational corporations.
