Senior Hire Desk Coordinator

**Overview**

Working within the company’s Senior Management Team, this role is an essential link between creative vision and operational execution. Your role will encompass overseeing rigging equipment rentals, managing project logistics, and facilitating seamless collaboration among teams. This role will involve staff management duties of the Hire and Project Assistants and is in support of the Managing Director and Hire & Projects Manager.

**Roles and Responsibilities**

**Specific Roles and Responsibilities**:

- Assist Managing Director and project handlers in all areas of delivering a rental project including booking/allocating equipment, producing schedules, booking transport requirements, etc.
- Assist with the pre-production elements of the company’s rigging rental projects, including booking suppliers, issuing purchase orders and booking accommodation and travel.
- Keep the company’s rental management software, current and updated with all project and client details.
- Negotiate and secure orders for subcontracted services / sub-rentals to drive maximum value for money for client, combined with profitable and efficient supply by the company.
- Match client requirements to available rental stock to maximise profitable delivery and execution on specific projects. Take overall responsibility for the profitable and maximum utilisation of assets required and the minimisation of costs incurred.
- Monitor project progress and act as secondary point of contact for the client in the event of any changes or additional requests throughout the project.
- Prepare all paperwork and keep job files for each project updated and available for input from other team members.
- Prepare customer invoices and close job file upon completion of each project.
- Assist with the administration of all paperwork and job files for each project as directed by other team members.
- Manage any project changes and customer confirmations, collating and reporting all charges to be invoiced.
- Communicate with customers to resolve invoice/payment queries on sales invoices for hires and projects assisted by the credit control team.
- Communicate with suppliers where purchase invoice queries exist and resolve discrepancies.
- Answer and handle incoming telephone calls in a professional and polite manner.
- Maintain a clean and presentable working environment within office and public spaces.

**General**:

- As directed, provide support to the other teams within the company, to assist in other aspects of the business’s activity, as required.
- Keep all work-related information confidential and act in a professional manner.
- Be aware of and comply with the company Health and Safety Policy.
- Ensure that the company’s policies, rules, procedures and obligations are observed in carrying out the above duties.
- Provide feedback to Line Manager of any areas of improvement, development or growth of the business identified. Take a role within the team in problem solving and contribute to team & business improvement.

**Representing the Company**:

- This role involves dealing with customers of the company. It is vital that you always deal courteously with customers and the public. Represent the company and its reputation in an impeccable manner.
- Maintain a good level of personal appearance, dress and cleanliness.
- A generally cheerful demeanour, engaging personality and sense of humour would be a huge advantage in making a success of this role.
- Act as an ambassador for the company at all times.

**Skills & Qualities - Required & Advantageous**

**Required**:

- Good communications / interpersonal skills. Fluent speaker of English language. Strong communication skills, oral and written.
- Ability to manage a situation and effectively deal with both junior and senior colleagues.
- Flexible and adaptable. Able to respond to short notice changes in working hours and schedules.
- Demonstrate numerate, articulate and with an interest / experience in all areas of business administration.
- Ability to prioritise and multi-task with a dynamic and changing workload.
- Methodical and motivated individual, with passion for accuracy and excellence.
- Good IT knowledge with a working knowledge of Microsoft / Excel / Word / Outlook etc.
- Proactive, self-motivated individual capable of working on their own initiative in a constantly changing and pressurised environment and fast developing company.
- The ability to work as a member of a team and to provide and receive input from other team members.
- Ideally experienced in fixed rigging installation within the film & TV industry.

The above list of duties and responsibilities is not intended to be exhaustive. Employees are expected to adopt additional tasks when required. These tasks will be in keeping with the general profile of the role.

**Job Types**: Full-time, Permanent

Pay: £45,000.00 per year

**Benefits**:

- Canteen
- Casual dress
- Company pension
- Free parking
- Health & wellbei