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Hire Desk Controller

Lavendon Group plc

Posted on August 10, 2018

1 - 2 years Other - Kuwait

Any Nationality

Opening 01

Job Description

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The main purpose of this role is to support the management team and depot performance by helping to convert internal sales enquiries into orders, and providing effective customer service and general administration.
The Hire Desk Controller will be based in our depot in Kuwait and will be the main point of contact for customers who are seeking to hire our equipment in the region.
The role holder will deal with incoming calls from customers in a timely, efficient and effective manner. This will be done by providing quotations, liaising with the internal departments to ensure equipment is available, processing orders, coordinating deliveries and collections as well as managing any associated sales administration.
The Hire Desk Controller will also provide financial administrative support. This includes processing and monitoring payments and expenditures, reconciling payments, preparing and updating cash flow reports for Finance and Senior Management review.
This role is best suited for individuals who are passionate about delivering great customer service and someone who thrives within a sales and service environment.
• Provide general administrative support to the Rapid Access Kuwait depot
• Responsible for management flight and hotel bookings, and travel arrangements
• Coordinates the management team with Kuwait multiple-entry visa processing activities including visa application and renewals
• Supports locally-based agents with other government issues
• Manage incoming email, post, expenses, purchase orders and telephone calls
• Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep
• Manage the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed
• Oversee inter-country movement of machines by ensuring import and export documentation are complete and attested and working with in-country clearing agents
• Support the organisation of key events
• Follow up on due payments and ensure they are received in full and on time with proof of payment
• Raise customer and supplier invoices and enter into L-Vis
• Ensure that the purchasing of goods and services are correctly authorised and ordered in accordance with agreed procedures
• Ensure that credit notes are correctly authorised and documented
• Monitor bank accounts regularly and reconcile statements monthly
• Writing cheques and process payment transfers
• Ensure that sufficient funds are available and process all petty cash requests and input transactions into L-Vis
• Issue employee payroll cheques
• Prepare financial reports including cash flow statements, accounts receivables and account payables, bank reconciliations and credit report
Hire Desk and Internal Sales
• Actively manage and retain an active customer base within an agreed percentage
• Work with closely with the field sales team and keeping them informed of any developments relevant to their accounts
• Build strong relationships with colleagues in other depots to enable and accept passing of remote hire orders
• Conduct post-sales follow up customer calls customer to increase renewal sales rates and ensure high levels of customer satisfaction
• Help the team to actively promote Rapid Access products and service offerings to customers and prospective customers
• Building strong long-term and productive relationships with customers by providing excellent customer experiences through quick and efficient investigations and resolving of all customers queries to ensure the delivery of our service promise
• Feedback on customer and market information to colleagues in sales
• Ensure correct communication towards team members in terms of daily team work, sharing information, sharing workload, adjusting schedules and holidays with the relevant back up persons
• Ensure customers are made aware of order, stock and delivery status
• Schedule the drivers, organise and prioritise the daily dispatch of machinery, taking into current availability and returning hires
• Manage and resolve any potential mid-hire events such as machine breakdown, exchange of a machine, extension of the hire. Updating customers and maintaining relations as necessary
• Support the Field Sales Team with sales order quotations
• Set up and open new accounts, maintains records on the ERP system and performs related order processing tasks
Engineering Support
• Acting as the first point of contact for the Engineers regarding general queries
• Provides administrative support for the Service Manager and the wider Engineering team
• Manage and organise Engineering documents, files and other records on the internal company software system
• Verify and track Engineering Division invoices using the internal software system
• Maintain the Engineering Department job schedule on a daily basis in conjunction with the Service Manager
• Make travel arrangements for visiting customers
• Entering expense reports for Engineering staff onto the enterprise data system
• Liaise with external parties and departments including Finance, HR and customers to resolve queries
• Provide overtime reports to Service Manager and obtaining appropriate approvals prior to authorisation

IT Software

Desired Candidate Profile

• Educated to A Level standard or equivalent
• Experience working in a fast-paced, service industry role
• Ability to deliver an excellent customer experience (in person and over the phone)
• Ability to complete quotations and understand financial implications
• Numerate with the ability to prepare basic reports in Excel
• Computer literate, in particular the use of Microsoft Office packages
• Experience of preparing draft financial reports in Excel
• Experience in a hire desk, or similar role
• Experience within a hire, heavy equipment or plant environment
• Clean current driving licence for the occasional requirement to visit a customer


Customer Service Procurement Payroll Order Processing Service Industry Administration Cash Flow Machinery Heavy Equipment General Administrator


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Lavendon Group plc

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