The Billing and Rental Operation Executive is responsible for managing day-to-day rental operations, preparing quotations and invoices, coordinating equipment bookings, maintaining rental records, and ensuring efficient customer service. The role also supports inventory management and works closely with the technical team to ensure equipment is prepared, dispatched, and returned in good condition.
Basic knowledge of cameras, lighting equipment, filmmaking, or media production will be considered an added advantage.
Key Responsibilities
Rental Operations
- Handle rental inquiries via phone, email, website, and walk-in customers.
- Prepare rental quotations and confirm bookings.
- Coordinate equipment reservations and rental schedules.
- Maintain the rental calendar and monitor equipment availability.
- Prepare rental agreements and related documentation.
- Coordinate equipment dispatch and return with the technical team.
- Ensure all rented equipment is checked out and checked in according to company procedures.
Billing & Documentation
- Prepare quotations, invoices, delivery notes, and payment receipts.
- Verify rental charges, overtime, transportation, and additional service fees.
- Maintain accurate billing records and customer accounts.
- Follow up on outstanding payments and security deposits.
- Assist in preparing daily, weekly, and monthly financial reports related to rental operations.
Customer Service
- Provide excellent customer support before, during, and after rentals.
- Explain rental policies, equipment usage, and terms & conditions to customers.
- Handle customer feedback and resolve operational issues promptly.
- Build and maintain strong relationships with production houses, photographers, broadcasters, content creators, and corporate clients.
Inventory & Equipment Coordination
- Coordinate with warehouse and technical staff regarding equipment availability.
- Update inventory movement records accurately.
- Report damaged, missing, or malfunctioning equipment.
- Assist in stock audits and inventory verification.
Administrative Duties
- Maintain customer records and rental history.
- Organize digital and physical documentation.
- Generate operational reports as required.
- Support the Operations Manager in improving rental processes and operational efficiency.
