Purchasing / Rental Manager

Position Overview

The Purchasing / Rental Manager plays a critical role in ensuring seamless event execution by managing equipment rentals, overseeing procurement, and maintaining inventory for live events. This position blends customer service, administrative precision, and strategic purchasing to guarantee that all event gear and services are available, cost-effective, and meet quality standards. The role also includes analyzing rental trends—both internal and external—to guide purchasing decisions and presenting actionable insights to the Executive Leadership Team.

Key Responsibilities

Rental Management

• Client Interaction: Greet clients, explain rental policies, advise on suitable event equipment, process payments, and handle inquiries via phone or in person.
• Rental Coordination: Book, reserve, and schedule equipment rentals using specialized software (e.g., Point of Rental), preparing contracts and necessary paperwork.
• Quality Control: Inspect returned rental items for damage, cleanliness, and accuracy, ensuring compliance with company standards.
• Logistics Support: Act as a liaison between sales and warehouse teams, assisting with staging or transferring equipment for events.

Purchasing & Inventory

• Procurement Strategy: Develop and implement purchasing strategies for event equipment (A/V, staging, lighting), vendors (catering, security, talent), and services.
• Vendor Management: Identify, vet, and negotiate with suppliers for best pricing, quality, and reliability; maintain strong supplier relationships.
• Contract Negotiation: Draft, review, and manage contracts, ensuring favorable terms and compliance.
• Inventory Control: Manage stock levels, order supplies, receive/tag new items, and coordinate timely delivery/pickup for events.
• Budget Oversight: Track expenditures, analyze costs, and implement savings initiatives to keep events within budget.

Analysis & Reporting

• Rental Analysis: Track and analyze gear rented from external vendors to identify patterns, cost implications, and gaps in Cornerstone’s inventory.
• Strategic Recommendations: Use data insights to recommend purchasing decisions that reduce reliance on external rentals and improve profitability.
• Executive Reporting: Prepare and present findings, trends, and recommendations to the Executive Leadership Team on a regular basis.

Administrative & Leadership

• Maintain accurate records of rentals, purchases, and inventory.
• Update client orders and manage filing systems.
• Hire, train, and manage purchasing staff as needed.
• Collaborate with Production Managers, Technical Directors, Sales, and Finance to align procurement with project timelines.

Essential Skills & Qualifications

• Experience: Prior experience in purchasing, rentals, or event/hospitality industries.
• Organization: Highly organized with excellent attention to detail for managing inventory and paperwork.
• Communication: Strong interpersonal and negotiation skills for dealing with clients and vendors.
• Problem-Solving: Ability to resolve logistical and procurement challenges under pressure.
• Tech Savvy: Proficiency with rental/order management software and basic office applications.
• Leadership: Ability to manage a team and coordinate cross-functional collaboration.
• Analytical Skills: Strong data interpretation and cost analysis capabilities; ability to present findings clearly to executives.

Why This Role Matters

The Purchasing / Rental Manager ensures that every event has the right equipment and services—at the best price, delivered on time—while maintaining quality standards and budget control. By analyzing external rentals and advising on strategic purchases, this role directly impacts Cornerstone Technologies’ operational efficiency and profitability.