Job Summary
Seeking a reliable, organized Office Administrator to manage day-to-day administrative tasks and support operations for a small event and equipment rental company. This role combines traditional office duties (scheduling, invoicing, customer communication, record-keeping) with occasional hands-on support across operations, inventory, and events when demand requires. Ideal candidate is adaptable, customer-focused, and comfortable switching between desk work and light field tasks.
Key Responsibilities:
Front-desk and customer service: answer phones, respond to email inquiries, greet customers, handle reservations and walk-ins.
Booking & scheduling: manage calendar for equipment rentals, event bookings, staff/crew schedules, and deliveries/pickups.
Invoicing & payments: prepare and send quotes, invoices; process payments; follow up on outstanding balances.
Data & records: maintain customer database, contracts, waivers, insurance certificates, and equipment rental records.
Administrative support: handle filing, office supplies, mail, basic HR paperwork, and general office organization.
Inventory & equipment tracking: assist with tracking equipment availability, condition logs, and simple stock updates in system.
Event support: assist on-site during events when needed—loading/unloading, setup/teardown coordination, basic troubleshooting, and vendor communication.
Coordination with operations: liaise between customers, operations crew, and vendors to ensure timely deliveries, pickups, and setup plans.
Health & safety compliance: help maintain safety documentation and ensure equipment handling protocols are followed.
Continuous improvement: identify and recommend process improvements for bookings, equipment management, and customer communication.
Required Qualifications:
2+ years administrative or office experience; experience in events, rentals, logistics, or hospitality is a plus.
Strong organizational and time-management skills; able to prioritize competing tasks.
Excellent verbal and written communication; customer-service oriented.
Proficiency with Microsoft Office (Excel, Word) and comfortable learning new software/CRMs.
Valid driver’s license and comfortable driving company vehicles or trailers when necessary.
Ability to lift ~40 lbs and perform light physical tasks during event support.
Preferred:
Experience with rental or inventory management systems.
Basic knowledge of event production terminology and equipment.
Personal Attributes:
Flexible, team-player mentality; willing to adapt duties based on business needs.
Problem-solver, detail-oriented, calm under pressure.
Positive attitude and professional appearance.
Working Conditions:
Mix of office work and on-site event duties; occasional evenings, weekends, and travel to event locations.
Work environment may include warehouses, outdoor event sites, and vehicles.
Pay: $18.00 - $22.00 per hour
Benefits:
- 401(k)
- Employee discount
- Retirement plan
Work Location: In person
