Returns Co-Ordinator

Summary of Role:

This role is to coordinate all areas of the returns department playing a pivotal role within the operations of the company and be responsible for, but not limited to:

Subhire:

• Coordinate the sub hire order, receipt, despatch, returns and reconciliation process of technical film lighting equipment from specialist third party vendors.
• To work with the return’s supervisor, returns team, sales team, equipment co-ordinators and transport teams to co-ordinate activity, facilitate the efficient collection and repatriation of high value technical items through the hire process, ensuring anomalies occurring by moving production schedules and requirements are accounted for, logged, and communicated across the business with adjustments made to rental agreements and obligations, where necessary.
• To keep a log of all raised sub-hire PO’s and recording hire dates to flag for end of usage and return dates.
• Check all equipment sub-hires are received as ordered in good technical condition and marked or logged so they can be tracked through each job until return.
• Ensure each equipment co-ordinator is aware of delivered sub-hire so they can fulfil their Job requirements.
• Ensure that overdue sub-hires are extended and chased with the account handlers.
• When sub-hires are returned, ensure these are in good condition and accurately returned on RT pro to show what is still owed to or by the customer.
• Raise discrepancy reports with the account handlers where end users have failed to return all components or returned in condition different to despatch.
• Ensure proof of delivery notes are filed, and available for review (attached to the PO inside Rental tracker Pro) should queries arise.
• Liaise with suppliers to resolve equipment discrepancies, late returns, outstanding returns relating to sub-hire equipment.
• Complete returns paperwork and inventory adjustments and work with the transport team to arrange return to supplier with returns note.

Returns:

• When required assisting the returns team in unloading of vehicles and return scanning all equipment using our rental tracker system.
• Be a leading hand in assisting the returns supervisor ensuring the returns team are returning the stock following all correct procedures to eliminate errors.
• When required raising repair tickets and send equipment to repairs triage for equipment coming into the building on returns.
• Work with account handlers on preparing reports for customer billing.
• Work with account handlers to reconcile invoices against received and returned goods.
• This role will also involve assisting the Returns supervisor in closing jobs when fully returned by our customers, this will include looking for missing equipment at any of our locations, and liaising with the rentals department to locate kit that has potentially not returned.
• To manage and coordinate the receiving process of the goods in bay. Ensuring all goods are checked and received against the relevant PO in the system and distributed to the intended person/department.

Transfers:

• To work with international suppliers and partners to arrange shipments of equipment across different customs territories.
• To coordinate the receiving of intercompany transfers from various locations including UK, US and EU transfers.
• Actively monitoring the in transit report and ensuring each equipment transfer is checked in and closed down within 24hrs of receiving.
• Coordinating the transfers and ensuring each department involved follows the companies intercompany and internal transfer procedures.
• In conjunction with the returns team ensure that all transferred goods are received by their intended person/department.

Person specification

• The candidate will understand the technical applications and accessory variations for over 4000 product lines.
• Must understand the RT Pro inventory tracking system specifically the sub-hire modules.
• Must be an advanced Excel user.
• Must be IT literate with a good understanding of Microsoft systems, experience in network and SQL database issues.
• Must be able to confidently communicate with internal stakeholders receiving instruction and giving advice.
• Must be able to clearly produce reports to the sales and finance team showing current status of all sub hires in the system.
• Must a have an excellent understanding of the UK lighting industry and the specialisations of sub hire equipment suppliers.
• To be able to work under pressure to challenging deadlines.
• Must be able to work evenings and weekends as required.
• This person will be self-motivating and organising with the ability to plan workload keep track of multiple jobs.
• Must have strong understanding of our internal operation tracking system

Additional considerations

Part of the role may involve taking of project briefs and working autonomously to fulfil them, for example during department moves, stock takes and audits. Working as part of the wider warehouse team, if needed to cover absences, high workloads and unforeseen circumstances.

Weekend and extended hours working is required as the business demands. We work to a highly skilled clientele who demand high levels of service and response.

About the Company

MBS Equipment Company is a world leading provider of lighting equipment and associated facilities to the film and television production industry, including the exclusive supply of service and support at Shepperton Studios and Pinewood’s UK Studios.

The salary for the role is competitive, depending on experience. We also provide a range of other great benefits, including 25 days holiday plus bank holidays, private health insurance, great pension scheme, life insurance and an annual discretionary bonus scheme.