Rental Coordinator, Events Transportation

Quixote Studios; Los Angeles (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

Quixote Studios, a leading entertainment-production services provider in Los Angeles, seeks a Rental Coordinator, Events Transportation. You will support Events Rental and Operations, handling client communications, contracts, and billing while maintaining strong relationships with internal teams.

The role requires 2+ years in an admin or customer-service role, with preference for entertainment-industry experience.

Qualifications

• 2+ years in administrative or customer service role.
• Entertainment industry experience preferred.
• Proficient with computers and software; training on Manager Plus and Fleet Master will be provided.
• Ability to juggle multiple tasks and deadlines in a dynamic schedule.
• Highly organized with strong follow-up and attention to detail.
• Strong verbal and written communication skills.
• Careful review of orders, billing, and supporting documents.

Responsibilities

• Obtain client rental information and relay to Events Rental Team to complete the process.
• Set up accounts, obtain insurance, file documents, manage contracts and reports.
• Maintain knowledge of all company products and services.
• Provide excellent customer service to maximize sales revenue.
• Plan and coordinate movement of products and services to customers.
• Answer inquiries and resolve issues.
• Prepare quotes and invoices promptly for customers.
• Review billing for orders and ensure accuracy of charges.
• Review orders and client paperwork for day-end accuracy.
• Perform any other duties as assigned.

Skills

Administrative experience

Customer service

Attention to detail

Communication skills

Multitasking

Tools

Manager Plus

Fleet Master

Job description

Quixote is a leading provider of production services for the entertainment industry. Quixote rents production trailers, trucks, lighting and grip and other equipment to support a wide range of productions including long-form television and feature film, as well as high-end photo shoots and commercials. We operate in Los Angeles and New York, while also servicing on-location productions across the U.S.

Quixote offers unparalleled convenience, service and quality to productions of any size. At Quixote, everyone on set is a VIP.

Job Summary:

The Rental Coordinator, Events Transportation is responsible for assisting the Events Rental and Operations teams with administrative duties, as well as building and maintaining internal and external client relationships. The Rental Coordinator, Events Transportation will lead communication to other departments to ensure clients’ expectations are surpassed. The ideal candidate will demonstrate strong initiative, organization, and problem‑solving skills in an environment that demands exceptional performance.

What You’ll Do:

• Obtain all pertinent information from the client regarding their rental needs and present the information to the Events Rental Team to complete the rental process.
• Set‑up new accounts, obtain insurance certificates, scan, and file all digital documents in the appropriate database, manage contracts and related paperwork for all outgoing units, and print and distribute reports daily and as necessary, maintain confidential files, and manage internal roster and contact list.
• Maintain complete knowledge of all Company products and services.
• Maintain excellent customer service to maximize/generate sales revenue.
• Plan, direct, and coordinate the actual distribution or movement of the Company products and services to customers.
• Answer customer inquiries and resolve their issues/concerns.
• Prepare quotes and invoices in a timely manner for customers.
• Review and process billing for each order, ensuring invoices reflect the correct total amounts, including repair orders, additional rental days, additional technician hours, and any other applicable charges, fees, adjustments, or services.
• Review operational records and orders (Client Paperwork, Equipment/Supplies, Driver's information, etc.) prior to the end of day, to ensure 100% accuracy in customer requests/orders and billing.
• All other duties as assigned.

What You’ll Need:

• 2+ years’ experience in an administrative / customer service role or related role.
• Entertainment industry experience preferred.
• Excellent computer skills and ability to quickly learn different computer programs and software (Employee will be trained on Manager Plus and Fleet Master).
• Proven ability to handle multiple tasks and deadlines at one time and work with a fluctuating and dynamic schedule and with little advance notice.
• Highly organized, efficient, and attentive to detail, with excellent follow‑up skills.
• Refined verbal and written communication skills.
• Strong attention to detail and accuracy when reviewing orders, billing, invoices, and supporting documentation.

Quixote Studios is proud to be an Equal Opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, creed, sex, gender identity or expression, national origin, age, disability, medical condition, marital status, sexual orientation, genetic information, protected veteran status, or any other basis protected by applicable law, including federal, state, and local fair chance laws.

Employment is contingent upon completion of applicable screenings in accordance with local laws.

The company uses E-Verify to confirm the identity and employment eligibility of all new hires.

If you require a reasonable accommodation during the application or hiring process, please notify us at [e-mail] so we can support you throughout the recruitment experience.