Job title: Hire Desk Administrator
Company: Genesis Executive Search
Job description: Job Description :A multinational company into heavy-moving machinery is recruiting an experienced operations and service team leader to manage the sales and leasing of their machinery.Experience in industries such as Aerial Work Platforms / Access Platforms, Construction Machinery, Earthmoving equipment, etc will be given preference. UAE and GCC based candidates will only be considered.Job Description:
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- Supervise, mentor, and motivate the hire desk team to achieve individual and collective goals. Conduct regular performance reviews and provide constructive feedback.
- Ensure the team delivers exceptional customer service, handling inquiries and resolving issues efficiently and professionally.
- Oversee the operations, ensuring timely and accurate processing of equipment hires, returns, and inventory management.
- Identify opportunities to streamline processes, enhance productivity, and improve customer satisfaction.
- Monitor key performance indicators (KPIs), produce reports, and communicate results to senior management.
- Work closely with other departments such as logistics, sales, and credit control to ensure seamless operations.
- Understands, performs and manages all “rental cycle” tasks with the rental desk teams this includes but not limited to, transport & logistics, telematics monitoring, administration related to hiring desk operations, and account release requests with the credit control team.
- Understands, performs, and manages 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.
- Coordinate scheduling the operation supervisor’s on-site “familiarizations” & “off-hire inspections”. Monitoring the delivery of machines and assigning tasks to the operations supervisors.
- Understands, performs, and manages communication pathways (phone, email, verbal, system) for internal and external machine rental-related requests, following the correct processes, to eliminate of waste and duplications (defects).
- Manages rental agreements, delivery notes/collection notes, LPO’s that are required to enable a machine on/off hire are accurately completed, filed and updated 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 acknowledgment.
- 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
- Coordinate scheduling of IPAF and or Familiarization requests from Clients or Account Managers as when required.
- Provides hire desk and related operational reporting to the operations manager as required.
- Coordinates and manages the correct transport to deliver/collect the machines after coordinating with site persons and account managers for delivery & collection times, site location details & specific site access needs.
- Coordinate scheduling and preparing off-hire/collection notes as per the instructions from the customer or account manager’s email request.
- Coordinate with account managers and technical teams & prepare the “priority machine requirements”. Based on this priority list, hire desk and technical will coordinate machine readiness and delivery schedules.
- Monitor and share appropriate customer damage details to the technical team for the creation of damage advice notes.
- Coordinate and manage current utilization reports (e.g. revenue tracker), update MAR for data accuracy and equipment availability reports.
- Coordinate and manage Infleet and Defleet machines to and from the UAE fleet count in the system.
- Coordinate and manage rate confirmation with account managers and credit control team before monthly invoicing.
- Coordinate and manage transport timesheets and cost and prepare LPOs every month.
- Perform and manage to achieve the Hire desk team’s smart goals and KPIs.
- Execute and coordinate continuous improvement activities, best practices, and knowledge transfer to team members and relevant departments.
- Execute and coordinate team-building activities such as TBTs, and brainstorming sessions with drivers and team members.
Requirements
- Proven experience with at least 2 years in a supervisory or leadership position.
- Strong leadership and team management skills, with the ability to motivate and inspire a team.
- Excellent communication and interpersonal skills.
- Strong organizational and problem-solving abilities.
- Proficient in relevant software and systems (e.g., CRM, hire management software).
- Ability to work in a fast-paced environment and manage multiple priorities.
- Fluent in English, and Hindi will be an advantage.
- Highly Proficient with Microsoft Excel skills- V look up, Pivot tables, Count if, and all other basic formulas.
Expected salary: 10000 – 14000 per month
Location: Dubai
Job date: Sun, 29 Sep 2024 00:12:52 GMT
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