Job Description

Our client, a large industrial firm, is currently looking for a Rental Service Desk Controller/Specialist  for heavy equipment to be based in Abu Dhabi. In this role, you will have the following responsibilities:

• Scheduling operations specialist on site “familiarisations” & “off-hire inspections” and monitoring the delivery of machines
  
• Prepare training/familiarization certificates of customer’s operators who were trained 
  
• Attending to incoming hire desk related calls, distributing incoming calls as required.
  
• Preparing hire agreements and emailing/faxing to the customer.
  
• Following up hire agreements, LPO’s prior to delivery of machines.
  
• Coordinate with Sales Manager & prepare the “priority machine list” to be shared with Sales, HD & Technical. Based on this priority list, technical will prepare and make the machines ready for delivery.
  
• Ensuring all paperwork is completed and filed in coordination with the Workshop Manager to ensure machines are ready to dispatch to clients.
  
• Arranging the correct transport to deliver the machines after coordinating with site persons and sales managers for delivery & collection times, site location details & specific site access needs.
  
• Preparing “pre-delivery” photographs of the machines & having them printed out and attached with the delivery notes.
  
• Preparing the delivery notes and providing them to the transporter.
  
• Maintaining current utilization reports, ops supervisor schedule reports, and equipment availability reports
  
• Collecting / following up for the acknowledgement by the customer / client.
  
• Preparing a job file against each machine & filing the documents, including delivery note acknowledgements.
  
• Forwarding the information and updating the “daily movement sheet”
  
• Scheduling and preparing off hire notes as per the instructions from customer letter and Sales Staff.
  
• Arranging the transport to return the equipment back in coordination with the customer
  
• Inspecting faxes, liaising with the Sates staff & technical staff closely, for coordination of each specific job.
  
• Preparing off hire notes and delivering the appropriate files to accounts dept, to generate the invoices 
  
• Maintaining machine movement sheets and cross checking the transport invoices. 
  
• In conjunction with the CM, preparing & maintaining damage reports, estimating cost in coordination with Technical Department and coordinating with sales staff for the generating of invoices accordingly.
  
• Assist in follow-up payment of damaged equipment invoices. 
  
• Recording required details for clients who have completed their equipment ‘familiarisation’ from operations supervisors.  Including preparation of relevant documents and forwarding these to the customers.
  
• Prepare any relevant month end finance reports to assist the accounts department.
  
• Maintenance and updation of live reports – MAT tool, Transport recovery sheet, priority machine list, rental log inquiries, de-fleet machine status and damage recovery log. 
  
• Efficient and discipline use of the “Machine availability tool” and relevant key performance indicators reports completion