Rental Desk Hire Coordinator

Our client is seeking a Rental Hire Desk Coordinator to manage and oversee the daily operations of the Hire Desk, serving as the central point of contact for both clients and internal teams. The role ensures that hire enquiries, quotations, invoicing, and resource allocation are completed accurately and efficiently, supporting strong client relationships and the seamless delivery of rental services while also fostering new business opportunities. The company is a London-based business that specialises in professional audio and technical support for live events and performances. They work with theatres, concerts, festivals, broadcasters and other entertainment productions to help design, supply and support sound and communication systems.

Main Duties

• Serve as the main point of contact for hire enquiries, handling incoming calls and emails promptly and professionally.
• Produce and manage accurate hire quotations, ensuring compliance with commercial and operational requirements.
• Oversee the invoicing of hire jobs, ensuring accuracy, completeness, and adherence to company procedures.
• Liaise proactively with clients to confirm requirements, provide updates, and resolve queries throughout the hire process.
• Input, manage, and maintain quotations within company systems.
• Maintain accurate and up-to-date hire records, including the entry of new stock into the hire management system.
• Monitor equipment availability, identifying potential conflicts and coordinating solutions.
• Arrange sub-hire of equipment when required, in line with guidance from the Rental Manager.
• Assist with purchasing of equipment as instructed, ensuring records and approvals are correctly followed.
• Attend and contribute to departmental and company meetings, including the weekly company meeting.
• Act as a deputy for the Rental Manager during periods of absence, supporting continuity of service.

General Duties

• Uphold outstanding customer service standards, driving continuous improvement in the support offered to clients.
• Ensure all work is carried out in accordance with Health & Safety regulations and safe working practices.
• Follow and adhere to all company policies, procedures, and systems.
• Maintain strict confidentiality at all times regarding the company, its suppliers, and its customers.
• Ensure all paperwork, records, and system entries are accurate, up to date, and securely stored.
• Actively participate in training and development to enhance skills and knowledge.
• Maintain clean, tidy, and organised working areas in line with company housekeeping standards.
• Proactively suggest and support improvements to efficiency, processes, and company image.
• Provide holiday and sickness cover as required.
• Undertake any other reasonable duties necessary to ensure a professional service is provided at all times.

Skills, Knowledge & Experience

• Demonstrated experience working in a rental environment, ideally within the audio, AV, events, or technical production sectors.
• Good practical understanding of rental desk operations, including quotations, invoicing, and equipment scheduling.
• Confident communicator with the ability to liaise effectively with clients, suppliers, and internal teams both verbally and in writing.
• Demonstrated ability to work independently, using initiative and sound judgement in a fast-paced environment.
• Strong organisational and time-management skills, with the ability to prioritise competing demands and meet deadlines.
• High level of accuracy and attention to detail when handling quotations, invoices, and system data.
• Competent numeracy and ICT skills, with experience using rental / Inventory stock systems.
• Solid understanding of professional sound/audio and/or AV equipment and its application within a rental context.
• Enthusiastic, reliable, and flexible approach, with a strong customer-service mindset.