Hire Desk Controller (Ongoing)

Abu Dhabi - Dubai




This role will be responsible for efficient and effective operation of the Dubai / Abu Dhabi Hire Desk. 

Reports to Commercial 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.
  • 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 theWorkshop Managerto 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 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


  • 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
  • ERP experience is essential
  • 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.