Bookings & Logistics Coordinator

Location: Get Set Hire Ltd, Units 4&5 Wave Trade Park, Concord Rd, London W3 0BF

Reports to: Production Support Team Manager

Salary: £30,000 - £35,000 per annum

About the Role

As a Bookings & Logistics Coordinator, you are the first point of contact for clients and you play an important role in creating and managing the client relationship through excellent customer care skills and effective order management. You'll take ownership of client needs and manage important accounts. This role requires proactive engagement, strong relationship-building skills, and the ability to deliver exceptional results.

Key Bookings/Production Support Responsibilities

●    Provide clients and stakeholders with first-rate customer care, managing orders from quote stage through to scheduling, delivery, collection and Invoicing.

●    Oversee a portfolio of clients, ensuring their bookings and service needs are met to the highest standard.

●    Proactively manage client relationships, anticipating needs and resolving issues before they arise.

●    Act as a trusted advisor to clients, offering tailored solutions that add value to their projects.

●    Coordinate with internal teams to ensure seamless service delivery for high-profile bookings.

●    Monitor and report on account performance, identifying opportunities for improvement and growth.

●    Support junior team members, sharing best practices and supporting their professional development.

●    Support Get Set Hire our purpose driven goals, through engagement and ideas for areas of social and environmental improvements.

●    Contribute to team strategy by analysing client feedback, booking trends, and operational challenges.

●    Be knowledgeable on GSH products and services. 

●    Navigating stock allocations and shortages to ensure orders can be fulfilled. 

●    Liaising with the warehouse and drivers to manage and monitor orders. 

●    Generating invoices and using the Company’s payment systems to request and process payments in a timely manner. 

●    Performing general administrative tasks and any other duties as directed by a manager. 

●    Provide Out of Hours (OOH) customer support as part of the rota.

Key Logistics Support responsibilities

●    In the absence of the Logistics Supervisor, lead the efficient planning and monitoring of routes ensuring all deliveries and collections are on time and in the most carbon efficient manner. 

●    Liaise with customers regarding collection/delivery time needs. 

●    Ensure driving time regulations and vehicle weight regulations are followed at all times. 

●    Liaise with Driver and Warehouse Teams to ensure paperwork is correct and the drivers are aware of any extra information regarding their route. 

●    Fairly distribute the routes across the driver team to ensure no favouritism is present. 

●    Assist the Logistics Supervisor with the daily logistics of organising drivers and vehicles. 

Skills & Experience

●    Experience in a bookings or client-facing role, ideally in the Film & TV service industry.

●    Exceptional communication and negotiation skills.

●    Enthusiasm for delivering outstanding customer service.

●    Proven ability to manage multiple accounts and deliver under pressure.

●    Analytical mindset to assess needs and identify opportunities for business growth.

●    Proficiency with basic office and booking software (e.g., Microsoft Office).

●    Strong organisational and mentoring skills.