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Hire Desk Controller (Ongoing)

Qatar - Dubai




This role will be responsible for efficient and effective operation of the Dubai / Abu Dhabi Hire Desk functions; additionally there will be some interaction and guidance responsibility with the Qatar team.

Reports to Country Manager – Manlift 

Tasks and Responsibilities

  • Scheduling operations supervisors on site “familiarisations” & “off-hire inspections”. Monitoring the delivery of machines and assigning tasks to the operations supervisors
  • 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.
  • Ensuring all paperwork is completed and filed in coordination with the Operations & Technical 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 including Liaising with accounts dept for any clarifications required.
  • Maintaining machine movement sheets and cross checking the transport invoices.
  • In conjunction with the WM, preparing damage reports, estimating cost in coordination with Technical Department and coordinating with sales staff for the generating of invoices accordingly.
  • In conjunction with the WM, Maintaining the appropriate damage reports.
  • 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.
  • Having at least three alternative transport companies available at short notice.
  • Prepare any relevant month end finance reports for Access Platforms’ and Generators to assist the accounts department.
  • Efficient and disciplined use of the “Machine availability tool” and relevant key performance indicators reports completion


  • Degree or diploma in engineering/ or management
  • Minimum 5 years of experience with at least 1 years in a supervisory role.
  • Leadership and supervisory skills
  • Enthusiastic and Self-motivated
  • Team player with excellent communication and people management skills.
  • Negotiations skills
  • Computer literate with proficiency in MS office
  • Fluent in English, Hindi will be an advantage.