Hire Desk KSA

Position Overview

Hire Desk will be responsible for managing the day-to-day operations of the hire desk, focusing on sales, documentation, general office administration, and collections. This position requires a combination of strong sales abilities, attention to detail, organisational skills, and the ability to manage customer relationships. The Hire Desk will be pivotal in ensuring smooth rental operations, accurate paperwork, and timely collections.

Key Responsibilities

• Sales and Customer Service:
• Handle customer inquiries related to equipment hire, providing product information, availability, and pricing details.
• Process rental bookings, including taking customer orders for machinery and powered access equipment hire.
• Develop and maintain relationships with clients, ensuring excellent customer service and fostering long-term business relationships.
• Follow up with leads and customers to confirm orders, address concerns, and ensure customer satisfaction.
• Negotiate rental terms and conditions with clients, including delivery, collection, and rental durations.
• Documentation and Administration:
• Prepare and manage rental agreements, ensuring all terms and conditions are clearly stated and understood by customers.
• Maintain accurate records of all rental transactions, including customer details, equipment specifications, hire periods, and payment terms.
• Organize and file contracts, invoices, and related paperwork in compliance with company policies and legal requirements.
• Monitor and manage equipment availability, ensuring that rental orders are accurately fulfilled and the inventory is updated accordingly.
• Coordinate the preparation and dispatch of relevant documentation, including delivery and return schedules, and equipment maintenance reports.
• General Administration:
• Provide general administrative support to the hire desk and other departments when needed.
• Handle incoming calls, emails, and other forms of communication, responding in a timely and professional manner.
• Organize the dispatch and return of equipment, ensuring that all logistics are coordinated and customers are informed of timelines.
• Maintain the hire desk’s filing systems, both digital and physical, ensuring that all paperwork is easily accessible and up to date.
• Assist in managing stock levels of rental equipment and coordinate with inventory teams for stock updates.
• Collections and Payments:
• Manage the collection of outstanding rental fees and payments from customers, ensuring timely payment and following up on overdue accounts.
• Prepare and issue invoices for rental transactions and ensure they are accurate and sent out in a timely manner.
• Monitor and track accounts receivable, ensuring that payments are made within agreed terms.
• Liaise with the accounts department to ensure smooth processing of customer payments and resolve any billing discrepancies.
• Handle customer queries related to billing and resolve any issues related to outstanding payments or refunds.
• Reporting and Performance Tracking:
• Maintain records of rental activity, generating reports on rental performance, sales,and financial metrics for management.
• Track sales targets and performance against rental quotas, working with the sales team to achieve targets.
• Assist in preparing periodic reports on equipment utilization and hire desk performance.
• Health and Safety:
• Ensure that all customers renting powered access equipment are informed of safety protocols and the necessity for IPAF-certified operators.
• Coordinate with customers to ensure that all safety requirements for IPAF certification are met before equipment rental.
• Support the team in maintaining high safety standards and ensuring that rented equipment is regularly inspected and maintained according to IPAF guidelines.
  
  

Qualifications & Experience

• Proven experience in a sales-focused administrative role, preferably within the rental, construction, or machinery industry.
• Strong customer service skills, with the ability to build and maintain relationships with clients.
• Excellent organisational and time-management skills.
• Experience with documentation, filing systems, and office administration.
• Familiarity with financial processes, including invoicing and collections.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and experience using CRM or rental management software.
• A background in the hire or equipment rental industry is a plus.
• Knowledge of health and safety regulations concerning the operation of powered access equipment.