Job Overview
We are seeking a highly organized and proactive Office & Rental Operations Manager to oversee daily office functions and rental operations. This role requires strong leadership skills, excellent communication, and the ability to manage multiple administrative tasks efficiently. The ideal candidate will have experience in office management, vendor relations, and ensuring smooth operations and exceptional service delivery.
This is not a traditional administrative position. We are looking for someone who takes ownership of their work, likes to work alongside the CEO, follows through without constant supervision, proactively communicates issues, and enjoys creating organized systems and efficient processes.
Key Responsibilities
Equipment Rental & Logistics Coordination
Coordinate equipment rental bookings from initial inquiry through equipment return.
Prepare and review rental quotations, contracts, and supporting documentation.
Maintain rental schedules and equipment availability calendars.
Coordinate equipment pickups, deliveries, returns, and logistics with clients and crew.
Ensure rental files are complete and contain all required documentation.
Verify purchase orders, certificates of insurance, and client information prior to equipment release.
Communicate with client offices regarding scheduling, equipment availability, and rental requirements.
Monitor active rentals and proactively resolve scheduling conflicts or operational issues.
Coordinate equipment returns and ensure all rental documentation is completed accurately.
Identify missing, damaged, or outstanding equipment and communicate discrepancies promptly.
Work closely with operations personnel to ensure equipment readiness and availability.
Maintain accurate equipment inventory records and rental status information.
Assist in preparing equipment utilization reports and rental activity summaries.
Office Administration
- Maintain organized electronic filing systems and company records.
- Coordinate day-to-day office operations and priorities.
- Manage administrative workflows and documentation.
- Track deadlines and ensure tasks are completed on time.
- Maintain management and operational reports, and company records.
- Prepare professional correspondence and administrative documentation.
Financial Administration
- Generate invoices and maintain accurate billing records.
- Monitor accounts receivable and assist with collection follow-up.
- Support bookkeeping functions and QuickBooks administration.
- Create and issue client invoices and create a follow-up system for payment and reconciliation system on invoices outstanding, paid, and to be issued.
- Prepare financial and operational reports for management review.
- Identify discrepancies and follow through to resolution.
Equipment & Compliance Administration
- Track equipment certifications, inspections, and compliance requirements.
- Maintain equipment records and documentation.
- Coordinate equipment inventory audits.
- Monitor maintenance schedules and identify missing equipment that requires follow-up and/or attention.
- Maintain accurate summary list of all equipment and compliance documentation.
Process Improvement & Operational Support
- Develop and improve administrative procedures, workflows, and checklists.
- Identify opportunities to improve efficiency, organization, and communication.
- Recommend practical solutions to recurring operational challenges.
- Assist in developing standardized documentation and reporting processes.
- Prioritize competing tasks independently and communicate proactively when deadlines or operational issues arise.
What Success Looks Like
The successful candidate will:
- Produce reports and documentation that are accurate, complete, and ready for management review.
- Maintain organized and reliable administrative systems.
- Coordinate equipment rentals efficiently while providing excellent client service.
- Consistently meet deadlines and follow through on commitments.
- Take ownership of assigned responsibilities with minimal supervision after training.
- Demonstrate sound judgment when prioritizing work and communicating with clients and team members.
- Identify opportunities to improve efficiency and workflow.
- Maintain a high standard of professionalism, organization, and attention to detail.
Required Skills & Qualifications
- Minimum three years of experience in office management, operations, project coordination, or a similar role.
- Exceptional organizational and time management skills.
- Demonstrated ability to produce accurate, high-quality work with strong attention to detail.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities while maintaining accuracy.
- Strong problem-solving skills and the ability to work independently.
- Proficiency with Microsoft Office, particularly Excel.
- Comfortable learning and working with cloud-based software systems.
Personal Attributes
The ideal candidate is:
- Highly organized and dependable.
- Self-motivated with a strong sense of ownership, leadership, and accountability.
- Comfortable working independently while collaborating effectively with a team.
- Solutions-oriented and proactive.
- Detail-oriented without losing sight of priorities.
- Professional and confident communicating with clients, vendors, and team members.
- Takes pride in delivering work that is accurate, complete, and requires minimal revision.
This Role May Not Be the Right Fit If You:
- Prefer narrowly defined responsibilities.
- Require constant direction or supervision.
- Struggle to manage competing priorities.
- Avoid following up on outstanding issues.
- Prefer repetitive work with little variety.
- Are uncomfortable taking ownership of tasks and outcomes.
- Do not enjoy working in a fast-paced, hands-on small business environment where flexibility and initiative are essential.
Pay: $70,000.00-$85,000.00 per year
Benefits:
- Casual dress
- On-site parking
Application question(s):
- You have to be willing to complete a 45min office & operations task, if selected for an interview.
Work Location: In person
