Job Description/Specification:
Al-Futtaim is seeking a Rental Coordinator to support vehicle rental operations across multiple branches in Qatar. The role focuses on coordinating vehicle bookings, managing deliveries and collections, monitoring fleet availability, and ensuring vehicles are ready for customers at the required time.
Reporting to the Operations Supervisor, the Rental Coordinator will work closely with rental teams, drivers, vehicle preparation staff, and yard operations to keep daily activities running efficiently. The position requires strong planning skills, quick problem-solving, and the ability to manage multiple vehicle movements under tight deadlines.
A key part of the job is ensuring that bookings are allocated vehicles before the daily cut-off time, deliveries and collections are completed within agreed time windows, and incoming vehicles are processed and updated promptly in the rental system.
About Al-Futtaim
Established in the 1930s and headquartered in Dubai, Al-Futtaim is a diversified privately held regional business operating across more than 20 countries. The Group employs over 40,000 people and represents more than 200 internationally recognised brands across automotive, financial services, real estate, retail, and healthcare.
Its portfolio includes Toyota, Lexus, IKEA, ACE, and Marks & Spencer. Al-Futtaim focuses on customer experience, digital innovation, artificial intelligence, sustainable growth, and strategic partnerships.
Key Responsibilities
Booking and Vehicle Allocation
The Rental Coordinator will receive daily reservation manifests and allocate vehicles according to the relevant branch, vehicle group, and customer pick-up time.
Responsibilities include coordinating booking amendments, extensions, cancellations, and vehicle upgrades with the Rental team. The manifest must be updated whenever changes occur, and all daily bookings should have an allocated vehicle before the agreed cut-off time.
Delivery and Collection Management
The role involves scheduling vehicle deliveries and collections, assigning drivers, and confirming timings with customers. The coordinator must monitor driver movements throughout each shift, resolve delays, and reassign jobs when necessary.
Meeting agreed delivery and collection time windows is a key operational target. Clear communication between drivers, branches, and rental staff helps minimise delays and maintain customer satisfaction.
Vehicle Readiness and Fleet Availability
The coordinator will work with Yard and Vehicle Preparation teams to ensure vehicles are cleaned, fuelled, and inspected before dispatch.
Daily branch stock must be monitored to maintain sufficient ready vehicles for existing reservations and walk-in customers. Identifying shortages early and coordinating vehicle movements between branches can help prevent booking delays.
Incoming Vehicle Management
Vehicles returning to the rental operation must be checked in, inspected, and assessed for fuel levels and damage. The coordinator will direct incoming vehicles to the appropriate next stage, including preparation, maintenance, or reallocation.
Vehicle status must be updated promptly in the rental system so that teams have accurate information about fleet availability.
Fleet Forecasting and Forward Planning
The Rental Coordinator will review upcoming bookings and forecast vehicle requirements by branch and vehicle group. Potential shortages or surpluses should be identified in advance, with corrective actions agreed upon with the Rental team and Operations Supervisor.
A weekly fleet availability forecast must also be shared with the relevant teams to support planning and resource allocation.
Driver and Rental Team Coordination
The role includes updating the delivery board, briefing drivers at the beginning of each shift, assigning jobs, and distributing workloads across the team.
Driver attendance, lateness, and productivity must be recorded daily, with relevant issues reported to the Operations Supervisor. The coordinator will also act as a main operational contact for rental teams regarding vehicle availability, upgrades, and reservation changes.
Reporting and Customer Service
Daily reports must cover deliveries, collections, on-time performance, incoming vehicles, and branch availability. At the end of each shift, the coordinator is responsible for emailing a handover document to the Operations Supervisor and preparing additional reports when requested.
The role also involves responding professionally to customer enquiries by phone and email. Complaints, vehicle breakdowns, accidents, and other operational issues must be escalated according to the agreed procedures.
Qualifications and Experience
Candidates should meet the following requirements:
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A diploma in Business Administration, Logistics, or a related field, or equivalent experience.
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At least three years of experience in car rental, fleet operations, or vehicle logistics.
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Previous experience in a vehicle rental business is preferred.
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A valid Qatar driving licence.
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Fluency in English.
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Arabic language skills are an advantage.
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Strong planning and organisational abilities.
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Clear communication skills and confidence coordinating drivers and operational teams.
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The ability to solve problems quickly and manage competing priorities.
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A professional, customer-focused approach to telephone and email communication.
Who Should Apply?
This vacancy may suit professionals currently working as rental coordinators, fleet coordinators, logistics coordinators, vehicle dispatchers, or rental operations assistants.
Candidates with experience managing daily bookings, coordinating drivers, monitoring vehicle availability, and maintaining fleet records should highlight these responsibilities in their CV. Experience using rental management systems, preparing operational reports, and resolving time-sensitive vehicle allocation issues may also strengthen an application.
The ideal candidate will be organised, customer-focused, comfortable working under pressure, and capable of coordinating several teams to ensure vehicles reach customers on time.