Hire Desk Specialist





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

Reports to Operations 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.
  • 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.
  • 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.