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Desk Controller - Multi Locations

Company Name

Job Functional Area

Job Title
Desk Controller

Total Position

Job Location

Degree Title
Degree or diploma in engineering/ or management

Minimum Experience
5 Years

Posted on
Sep 10, 2019

Apply Status
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Job Description


Purpose/ Overview
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 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 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.

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