Forklift Rentals Operations Coordinator

Intermediate School(General (College Proprietary))

Nationality: Any

Vacancy: 1 Vacancy

Job Description

1. Rental Coordination and Scheduling

• Coordinate Rental Orders: Manage incoming rental requests for forklifts, ensuring that all customer needs are met (e.g., forklift type, size, duration, and delivery requirements).
• Schedule Deliveries and Pickups: Organize the logistics for the delivery and pick-up of forklifts to and from client locations, ensuring timely and accurate scheduling.
• Manage Fleet Availability: Monitor forklift availability and allocate units based on client requirements, ensuring that demand is met without compromising fleet health or customer satisfaction.
• Customer Communication: Serve as the primary point of contact for clients regarding rental orders, addressing inquiries about availability, delivery times, costs, and forklift specifications.

2. Fleet Management and Maintenance

• Monitor Fleet Health: Ensure that the rental forklifts are well-maintained, functional, and safe for use. Track maintenance schedules, and oversee routine checks for wear and tear.
• Fleet Utilization: Track the usage of each forklift in the rental fleet to ensure that equipment is being used efficiently, and identify opportunities to improve fleet management.
• Equipment Allocation: Ensure that forklifts are allocated correctly based on customer needs and operational requirements.
• Organize Repairs and Servicing: When forklifts require repairs or servicing, coordinate with the maintenance team to schedule timely fixes, ensuring minimal downtime for both the forklifts and the clients.

3. Compliance and Safety

• Ensure Compliance with Regulations: Ensure that all rental forklifts meet local and national safety standards, including regular inspections and certifications (e.g., OSHA standards).
• Safety Checks: Conduct pre-rental safety checks and ensure that forklifts meet safety standards before they are dispatched to customers.
• Monitor Customer Compliance: Provide customers with safety guidelines for forklift operation, and ensure that forklift usage complies with safety protocols. Address any safety concerns raised by clients.
• Incident Management: If any accidents or safety incidents occur, investigate the situation, document the findings, and take appropriate action, including informing customers and management.

4. Inventory Management

• Track Inventory: Keep accurate records of available forklifts, including details about each unit (model, age, condition, location).
• Rental Agreements and Documentation: Ensure all rental agreements are completed accurately, including terms of use, rental period, costs, and equipment condition. Maintain proper documentation for invoicing, contracts, and equipment delivery.
• Inventory Control: Monitor the status of rented and returned forklifts, ensuring that they are returned on time and in good condition.
• Parts and Accessories: Manage the availability of additional forklift accessories or attachments that might be required by customers, ensuring they are included in rental agreements when necessary.

5. Customer Service and Support

• Client Relationship Management: Build and maintain strong relationships with clients, offering customer support before, during, and after the rental period.
• Problem Resolution: Address any issues customers face during the rental process, such as equipment malfunctions, delivery delays, or safety concerns, ensuring prompt and effective resolution.
• Equipment Orientation: Provide customers with basic operational training or guidelines on how to safely operate the forklift if required, particularly if renting specialized equipment.
• Feedback Collection: Collect customer feedback on the rental experience to identify areas for improvement and enhance service offerings.

6. Billing and Invoicing

• Pricing and Contracts: Ensure that pricing for forklift rentals is accurately calculated and align with rental agreements. Handle any special pricing arrangements or discounts with clients.
• Invoice Management: Ensure that customers are invoiced promptly and accurately according to the terms of the rental agreement, including rental duration, additional services, and late return fees if applicable.
• Collections: Follow up on overdue invoices, ensuring timely payment for rental equipment.

7. Coordination with Internal Teams

• Collaborate with Maintenance Teams: Work closely with the maintenance team to schedule repairs, servicing, and inspections of the forklift fleet.
• Liaison with Logistics and Delivery Teams: Coordinate with logistics or transportation teams to ensure the timely delivery and pick-up of rental equipment.
• Sales Team Collaboration: Coordinate with the sales team to identify potential new clients or opportunities for rental business growth.

8. Reporting and Documentation

• Rental Reports: Prepare and maintain reports on rental activity, including rental periods, fleet utilization rates, maintenance issues, and customer feedback.
• Inventory and Fleet Reports: Generate reports on fleet availability, current condition, and any units requiring maintenance or repair.
• Safety and Compliance Documentation: Keep records of safety inspections, certifications, and any incidents that occur during the rental period.

9. Budget and Cost Management

• Monitor Rental Costs: Track the costs associated with renting forklifts, including maintenance, repairs, and delivery. Ensure that rental pricing remains competitive while maintaining profitability.
• Cost Optimization: Identify ways to optimize costs, such as improving fleet efficiency or reducing downtime for forklifts, to maximize profitability.