Office Administrator (Event & Equipment Rental)

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

Salary : $18 - $22