About the Role
Village Green Event Rentals is looking for an organized, friendly, and dependable Administrative & Customer Service Coordinator to join our team.
This is a varied role combining customer service, administration, sales support, scheduling, and day-to-day operational support. You will often be the first point of contact for our customers and will help guide them through the rental process from their initial enquiry and quote through to pickup, delivery, and return of their rental items.
While the majority of the position is administrative and customer-service focused, this is not a strictly desk-based position. Event rentals can be hands-on, and you may be needed to assist customers and the operations team with loading, unloading, preparing, and moving rental equipment when required, especially in the off-season.
Key ResponsibilitiesCustomer Service & Sales Support
- Answer incoming phone calls and respond to customer enquiries by email and online.
- Provide friendly, professional, and knowledgeable customer service.
- Working with the operations manager, prepare and process rental quotes.
- Assist customers with selecting appropriate rental items for their events.
- Convert approved quotes into confirmed rental orders.
- Follow up on outstanding quotes and customer enquiries.
- Contact customers regarding upcoming rentals, pickup and return arrangements, and outstanding information.
- Follow up with customers after their events and assist with review requests.
- If warehouse team is otherwise occupied, assist customers when they arrive for pickups and returns.
- If warehouse team is otherwise occupied, help customers load and unload rental equipment from their vehicles
- If needed help warehouse team prepare orders of customers
Administration
- Prepare and print order sheets and other paperwork required for upcoming rentals.
- Maintain accurate customer, order, and rental records.
- Maintain and update equipment instructions so customers and staff have clear information on the proper use of rental items.
- Maintain company vehicle records, including service, repairs, maintenance, and other required documentation.
- Review staff payroll hours for accuracy and flag discrepancies for management.
- Assist with general filing, record keeping, and office organization.
- Help maintain and improve administrative systems and procedures.
Operations Support
- Work closely with the Operations Manager to assist with daily and weekly schedules.
- Help coordinate customer pickups and returns.
- Assist with delivery and pickup scheduling as required.
- Communicate changes and customer requirements to warehouse and delivery staff.
- Prepare and organize rental orders for upcoming customers and events.
- Assist with regular inventory counts and help identify missing, damaged, or incorrectly recorded equipment.
Social Media & Marketing
- Assist with creating and posting content to Village Green Event Rentals' social media accounts.
- Take photos or videos of new rental items, completed setups, and other appropriate content.
- Help keep online information and rental listings current.
- Assist operations manager with seasonal promotions and marketing initiatives.
Physical Requirements
Although this position is primarily administrative and customer-service focused, working for an event rental company requires some physical work.
The successful candidate must be comfortable:
- Being on their feet periodically throughout the day.
- Helping customers load and unload rental items from their vehicles.
- Assisting the operations team with loading and unloading company trucks when needed.
- Moving and organizing rental equipment within the warehouse when needed
Qualifications & Experience
- Previous customer service experience is required.
- Previous administrative, office, reception, or sales experience is an asset.
- Strong verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Comfortable speaking with customers both over the phone and in person.
- Ability to manage multiple priorities in a busy environment.
- Good computer skills and ability to learn new booking and scheduling software.
- Experience with social media platforms is an asset.
- Experience with scheduling, event rentals, hospitality, logistics, or a similar industry is an asset.
- Comfortable performing the physical components of the position.
- Valid BC driver's licence is an asset.
What We're Looking For
We are looking for someone who is:
- Friendly and approachable.
- Highly organized and detail-oriented.
- Dependable and punctual.
- Confident communicating with customers.
- Able to take initiative and solve problems.
- Comfortable working independently as well as part of a team.
- Willing to jump in and help wherever needed.
- Able to stay calm and organized during busy event seasons.
- Interested in learning about our rental inventory and becoming knowledgeable enough to confidently assist customers.
Pay: $24.00-$25.00 per hour
Work Location: In person
