Rental Coordinator | ALF Vehicle Rentals,Qatar | Al Futtaim Financial Serivces

Job Requisition ID: 182275 About Al-Futtaim Established in the 1930s, Al-Futtaim is one of the most diversified and progressive privately held regional businesses, headquartered in Dubai. Operating across more than 20 countries, the Group spans automotive, financial services, real estate, retail and health. With more than 40,000 employees, Al-Futtaim represents over 200 of the world’s most recognised brands, including Toyota, Lexus, IKEA, ACE and Marks & Spencer. Driven by its purpose to enrich lives and elevate communities, Al-Futtaim focuses on digital innovation, AI, sustainable growth and strategic partnerships, creating long-term value for customers, communities and partners while building a responsible legacy for future generations. Overview Of The Role: - The Rental Coordinator role involves critical logistic coordination within the fast-paced, multi-branch vehicle rental operations of Al-Futtaim. The position is essential for ensuring that the branch has adequate fleet availability according to customer bookings and vehicle readiness. Reporting to the Operations Supervisor, the Rental Coordinator schedules and tracks vehicle deliveries and collections, manages incoming vehicle processes, and coordinates closely with various teams to ensure seamless operations. Success in the role is defined by the ability to manage operations against tight deadlines, with a high customer service focus, while adhering to company policies and regulatory guidelines. What You Will Do: Booking & Manifest Coordination - Receive the daily reservations manifest from the Rental team and allocate a vehicle to each booking by branch, vehicle group, and pick-up time. - Coordinate with the Rental team on booking changes, including amendments, extensions, cancellations, and upgrades, and update the manifest accordingly. - Ensure 100% of the day's bookings are allocated a vehicle before the agreed cut-off time. Delivery & Collection Coordination - Schedule customer deliveries and collections, assign drivers, and confirm timings with customers. - Track driver movements throughout the shift, resolve delays, and reassign jobs where needed. - Ensure 100% of deliveries and collections are completed within the agreed time window. Vehicle Readiness & Branch Availability - Coordinate with Yard and Vehicle Preparation teams to ensure vehicles are cleaned, fueled, and inspected before dispatch. - Monitor vehicle stock at each branch and maintain the agreed buffer of ready vehicles for walk-up customers. - Ensure zero reservations are delayed due to vehicle readiness and maintain daily walk-up buffer. Incoming Vehicle Management - Manage vehicles arriving each day, ensuring check-in, inspection, fuel, and damage recording. - Route incoming vehicles to preparation, maintenance, or reallocation, and update their status in the rental system. - Ensure all incoming vehicles are checked in and their status promptly updated. Forward Planning - Review upcoming bookings and forecast vehicle requirements by branch and vehicle group. - Identify shortages or surpluses in advance, agreeing on actions with the Rental team and Operations Supervisor. - Share a weekly fleet availability forecast with the Operations Supervisor and Rental team. Rental Team Coordination - Act as the main operations contact for branch rental teams regarding vehicle availability, upgrades, and reservation changes. - Communicate changes to delivery, collection, or vehicle availability promptly to the relevant branch. Driver Coordination - Update the delivery board and hold a briefing with drivers at the start of each shift. - Assign jobs to drivers according to the delivery schedule and distribute workload across the team. - Record driver attendance, lateness, and productivity daily and report issues to the Operations Supervisor. Reporting - Update daily reports covering deliveries, collections, on-time performance, incoming vehicles, and branch availability. - Email the shift handover document to the Operations Supervisor at the end of each shift. - Prepare ad-hoc reports as requested by the Operations Supervisor or Manager. Customer Service & Escalation - Handle customer queries about deliveries and collections professionally by phone and email. - Escalate complaints, breakdowns, accidents, and operational issues to the Operations Supervisor as per the agreed process. - Ensure adherence to company policies and procedures in interactions with internal and external customers. Required Skills To Be Successful: - Strong planning and organizational skills to manage numerous vehicle movements under tight deadlines. - Clear communication skills for effective coordination across teams and directing drivers. - Problem-solving ability under time pressure. - Customer-focused and professional in phone and email interactions. What Qualifies You For The Role: - Diploma in Busine

Diploma in Business or related field (as implied by 'What Qualifies You For The Role' and 'Diploma in Busine[s s]'), plus strong planning and organizational skills, clear communication, and problem-solving abilities. Prior experience in logistics or fleet coordination preferred but not explicitly stated as mandatory.

Booking & Manifest Coordination: Receive the daily reservations manifest from the Rental team and allocate a vehicle to each booking by branch, vehicle group, and pick-up time. Coordinate with the Rental team on booking changes, including amendments, extensions, cancellations, and upgrades, and update the manifest accordingly. Ensure 100% of the day's bookings are allocated a vehicle before the agreed cut-off time. Delivery & Collection Coordination: Schedule customer deliveries and collections, assign drivers, and confirm timings with customers. Track driver movements throughout the shift, resolve delays, and reassign jobs where needed. Ensure 100% of deliveries and collections are completed within the agreed time window. Vehicle Readiness & Branch Availability: Coordinate with Yard and Vehicle Preparation teams to ensure vehicles are cleaned, fueled, and inspected before dispatch. Monitor vehicle stock at each branch and maintain the agreed buffer of ready vehicles for walk-up customers. Ensure zero reservations are delayed due to vehicle readiness and maintain daily walk-up buffer. Incoming Vehicle Management: Manage vehicles arriving each day, ensuring check-in, inspection, fuel, and damage recording. Route incoming vehicles to preparation, maintenance, or reallocation, and update their status in the rental system. Ensure all incoming vehicles are checked in and their status promptly updated. Forward Planning: Review upcoming bookings and forecast vehicle requirements by branch and vehicle group. Identify shortages or surpluses in advance, agreeing on actions with the Rental team and Operations Supervisor. Share a weekly fleet availability forecast with the Operations Supervisor and Rental team. Rental Team Coordination: Act as the main operations contact for branch rental teams regarding vehicle availability, upgrades, and reservation changes. Communicate changes to delivery, collection, or vehicle availability promptly to the relevant branch. Driver Coordination: Update the delivery board and hold a briefing with drivers at the start of each shift. Assign jobs to drivers according to the delivery schedule and distribute workload across the team. Record driver attendance, lateness, and productivity daily and report issues to the Operations Supervisor. Reporting: Update daily reports covering deliveries, collections, on-time performance, incoming vehicles, and branch availability. Email the shift handover document to the Operations Supervisor at the end of each shift. Prepare ad-hoc reports as requested by the Operations Supervisor or Manager. Customer Service & Escalation: Handle customer queries about deliveries and collections professionally by phone and email. Escalate complaints, breakdowns, accidents, and operational issues to the Operations Supervisor as per the agreed process. Ensure adherence to company policies and procedures in interactions with internal and external customers.