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

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.

Job Details