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AV Hire Desk Manager

AV Hire Desk Manager


Reporting to the Head of Operations, this role assists with designing, specifying, quoting and converting new business opportunities, alongside the client and account managing teams.  The role is also responsible for co-ordinating and managing the full lifecycle of our smaller projects from sale through to delivery to ensure exceptional customer service, best practice, and H&S responsibilities.

The role requires a strong leader with significant experience of all aspects of technical event production, design and logictics with a commitment to demonstrating exceptional delivery.  It is also a role that requires a collaborative approach to finding solutions to problems and the ability to stay focused in what can often be a highly pressurised environment.  This role requires a commitment to delivering an exceptional experience for our cleints by living and breathing our brands positive and infectious personality.

The Hire Desk Manager role goes beyond you’re the typical “goods in and good out” – as a key client facing member of he team you will play a part in developing our brand and strategy to increase our client portfolio.  Your role will include building client relationships and sustainment of existing ones, identifying business opportunities and tending to our cleints every need in collaboration with the client team.

Role and Responsibilities
  • To assess and respond to new opportunities from existing or new accounts in a timely, on brand and coherent way, independently or alongside a member of the client team. 
  • To ensure all opportunities are recorded appropriately onto the hire management system in line with current guidelines.
  • To ensure all correspondence relating to quotations or projects is filed in the agreed location, accessible to all.
  • Design and build technical solutions for our clients and their smaller conferences and events in line with their budget.
  • Arrange and co-ordinate travel schedules and reservations for any staff working on your event.
  • Prepare detailed infromation packs for your team to inform them of what is required of them on your project.
  • Book and co-orindate the technical, warehouse and asset resources required for your event in line with our internal processes.
Pre-production & Logistics
  • Working with the operations and project support team you will allocate crew and resources to the job.
  • Where applicable, allocate and book – trucking, third party suppliers and sub-contractors, accommodation, subsistence and access/plant hire equipment in line with pre-agreed supplier agreements.
  • Specify and book equipment using HireHop.
  • Manage and monitor the overall budget in line with quotations, ensuring the management team are kept abreast of changing margins.
  • Ensure payment terms are agreed and adhered to and relevant invoices are issued at the agreed timelines.
  • Manage client expectations and communications with documentation such as scopes of work.
  • Managing clients change requests to evaluate risks and budget changes.
Post Event
  • On completion of the project, ensure a full reconciliation is completed to include sign-off of purchase orders and/or supplier invoices, event related credit card expenditure and final invoices are issued to client.
Operation Delivery
  • Ensure that the delivery of all assigned projects achieve target profit margins.
  • Execute delivery of all projects in line with client brand and quality requirements.
  • Assist with the development, consultation and rollout of the company’s processes and procedures, ensuring they are promoted within the wider project teams.
  • Attend weekly hub meetings to provide input into the upcoming delivery and sales pipelines.


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