Team Lead – Hire Desk

Your role as a Team Lead – Hire Desk

Tasks and Responsibilities

• Understands, perform 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 supervisors on site “familiarizations” & “off-hire inspections”. Monitoring the delivery
  of machines and assigning tasks to the operations supervisors.
• Understands, perform and manages communication pathways (phone, email, verbal, system) for internal and external
  machine rental related requests, following the correct processes, with a view to elimination of waste and duplications
  (defects).
• Manages rental agreements, delivery notes/collection notes, LPO’s that is 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 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
• Coordinate scheduling of IPAF and or Familiarization request from Clients or Account Managers as when required.
• Provides hire desk and related operational reporting to 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 customer or account managers
  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 damaged details to technical team for creation of damage advice notes.
• Coordinate and manages current utilization reports (e.g. revenue tracker), update MAR for data accuracy and equipment
  availability reports.
• Coordinate and manages Infleet and Defleet machines to and from the UAE fleet count in the system.
• Coordinate and manages rates confirmation with account managers and credit control team prior to monthly invoicing.
• Coordinate and manages transport timesheet and cost and prepare LPOs on a monthly basis.
• Perform and manages achieving the Hire desk team 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, brainstorming session with drivers and team members.
• Identify any issues in the hire desk operation and acted upon in an urgency to support relevant departments.

Must Have

• Working knowledge of Microsoft Excel & any ERP software
• Management report generation and analysis

Good to Have

• Knowledge and experience with Canva and Adobe Photoshop
• Knowledge and experience with video editing
• Knowledge and experience of Active Campaign or alternate email marketing tool
• Knowledge and experience on Hootsuite