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Rental Admin Clerk

2 months ago

Orlando, United States Christie Lites Full time

Job Purpose

The Rentals Admin Clerk performs administrative tasks on behalf of the Rental Rep and under the direction and guidance of the Rental Admin Manager.



Responsibilities

  1. Follows processes and procedures outlined in Rentals Admin Clerk flowcharts.
  2. Review incoming requests from Project Managers and Rental Reps.
  3. Ensures timely and accurate execution for Contracts and Certificates of Insurance.
  4. Build reports according to the Department schedule to ensure all necessary shows have proper documentation before shipping.
  5. Works with customer setup to create and update customers.
  6. Provide client-facing Manifest and Health & Safety paperwork as requested.


1. Follows processes and procedures outlined in Rentals Admin Clerk flowcharts by:

  • Ensuring the use of current Flowchart by accessing the Rental Admin Clerk Flowcharts folder in SharePoint.
  • Following processes as detailed on Flowcharts without exception.
  • Confirm with your supervisor on items that need more clarification and discuss if you do not agree and/or feel changes may be needed.
  • Notifying the supervisor of any suggested changes.


2. Review incoming requests from Project Managers and Rental Reps by:

  • Review each request and forward those to your manager if you are not comfortable assuming full responsibility for the request.
  • Declining requests for items that are not relevant to your department.
  • Confirming receipt of requests and collecting any missing details before proceeding.


3. Ensures timely and accurate execution for Contracts and Certificates of Insurance by:

  • Working with the Purchasing Department and Cross Rentals Department to gather necessary replacement value information and corresponding documents.
  • Working with the CL Insurance Broker to receive a Certificate of Insurance.
  • Uploading finalized copy of CL COI to SharePoint and Clients COI’s to Nexus.
  • Working with Reps to receive the Clients COI before ship date and confirming all CL requirements were met.
  • Creating and issuing contracts including payment schedules.
  • Forwarding the contracts to customers for signature as needed.
  • Uploading executed contract to Nexus and SharePoint.


4. Build reports according to the Department schedule to ensure all necessary shows have proper documentation before shipping by.

  • Pulls necessary Contracts and COI information to build reports according to Department schedule (Monday and Thursday) to ensure all necessary shows have proper documentation before shipping.
  • Identifying which shows are over the replacement value threshold or outdoor to prompt the COI request and Contract creation.


5. Works with customer setup to create and update customers by:

  • Gathering all relevant information from the Rental Rep or Client directly to create a new customer in Nexus or update the customer’s information as needed.
  • Working with the Accounting Department for proper setup of that new customer and any updates needed for an existing customer.
  • Updating customer name on the relevant show files in Nexus once the customer is setup.


6. Provides client-facing Manifest and Health & Safety paperwork as requested by:

  • Creating and issuing the required health and safety documents for Europe Tours as requested.
  • Gathering all relevant information from Nexus for the H&S plan.
  • Gathering the Lighting Plot, Rigging Plot, and Power Layout system from PM if available or as needed.
  • Creating a show file folder on SharePoint and uploading all of the final H&S docs into the folder.
  • Creating a link in SharePoint of the H&S compliance show file folder and forwarding the link to the appropriate parties as needed.
  • Pull all of the Motor Certs from Nexus.
  • Gather all relevant information from Nexus and fill out the required Italy and France paperwork for the H&S as needed for Full-time CL Labor Techs.
  • Fill out electronically the France Sipsi Declaration under the CL Sipsi account and the A-1 paperwork for all the CL Full-Time Tech Employees only, as needed.



Essential personal attributes for success in this role:

  • Self-motivated, ability to set and meet goals.
  • Communication, with a passion for collaboration over confrontation.
  • Quality conscious, and team results driven.
  • Excel at multitasking and adapting, with strong organizational skills.


Essential professional attributes for success in this role:

  • Computer skills – MS Office, Excel, Word, OneNote, OneDrive, SharePoint, Teams.
  • Strong organizational and decision-making skills, with a proactive approach to planning.
  • Ability to review and analyze data and extrapolate key information.
  • Creative problem-solving skills.
  • Reliable customer service and strong communication skills.