Senior Hire Desk Coordinator in Hatfield

Blitz Hire supplies specialist rigging equipment to the film production industry. Our clients include leading film studios and high-profile production companies. Through unwavering commitment to our values, Blitz has grown to become the recognised leader in our field. Our vision is to continue nurturing this culture, keeping both our equipment and our people at the core of ambitious productions for many years to come.

Team: Hire
Reporting to: Hire Desk Manager
Location: In person - Welham Green
Hours: 8:00 am – 4:00 pm
Salary: £38,000 - £40,000 per annum

About the role: This is a key supporting role to assist between creative vision and operational execution of our projects. Your role will encompass overseeing equipment rentals, managing project logistics, and facilitating seamless collaboration among teams.

Your duties will include:

• Assist the Hire & Project manager in all areas of delivering a rental project including booking/allocating equipment, producing schedules, booking transport requirements, etc.
• Provide general administrative, practical support and assistance to all aspects of the company’s operations.
• Assist with the pre-production elements of the company’s rental projects, including booking suppliers, issuing purchase orders and booking accommodation and travel.
• Handle rental enquiries received by phone and email. Process client requests and issue quotations/order confirmations for services efficiently.
• Keep the Company’s rental management software current and updated with all project and client details. This also includes project amalgamation.
• Negotiate and secure orders and returns 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 a point of contact for 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. This includes all returns being completed and outstanding items recharged.
• 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.
• Communicate with suppliers where purchase invoice queries exist and resolve discrepancies.
• Coordinate out of hours support and advice to active projects and clients, across the team.
• Answer and handle incoming telephone calls in a professional and polite manner.
• Manage visitors to the Company’s premises. Greet and welcome visitors, acting as first point of contact, whilst visitors wait for appointments etc.

General:

• As directed, provide support to the other teams within the company, to assist in other aspects of the business’s activity, as required.
• Always keep all work-related information confidential and act in a professional manner. NDAs are regularly required for signature.
• 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.

The person will:

• Be proactive and self-motivated.
• Be a team player with strong communication skills.
• Be reliable and punctual with a strong work ethic.
• Be courteous when dealing with customers and the public, always representing the company and its reputation impeccably.
• Be able to assist with marketing projects as requested, including attending trade shows and other industry events when necessary.
• Have the ability to work as a member of a team and to provide and receive input from other team members.
• Be flexible and adaptable. Able to respond to short notice changes in working hours and schedules.

Experience and qualifications:

• Ability to manage a situation and effectively deal with both junior and senior colleagues.
• Demonstrably 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 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.
• Numerate. Basic maths skills and arithmetic required.

Advantageous:

• Insphire

Benefits:

• Employee Assistance Programme (EAP)
• Company sick pay scheme
• Paid lunch break
• 22 days annual leave, rising by one day after 5 years’ service and a further day after 10 years’ service + Bank Holidays and paid Christmas Shutdown