Rental Operations Assistant — Independent Contractor

Rental Operations Assistant — Independent Contractor

Scarab Digital | Vancouver-based |In-Person

A hands-on, entry-level role focused on preparing, tracking, and maintaining playback and set equipment so productions run smoothly and reliably.

You’ll Be A Strong Fit If

• are comfortable with hands-on, physical work

• care about details and keeping things organized

• like working with equipment and learning how things function

The Opportunity
We’re looking for a capable, hands-on Rental Operations Assistant to support Scarab’s rentals and warehouse operations across active film and television work.

This is a freelance contract role designed for someone early in their career but genuinely strong in attitude, follow-through, and technical curiosity. If business volume grows and the fit is right, there may be room for this role to develop further over time.

The work is real and practical: prep, returns, inventory, equipment handling, warehouse organization, deliveries, troubleshooting, and supporting the equipment systems that keep productions running smoothly.

You’ll likely be a strong fit if you’re comfortable with hands-on, physical work, care about details and keeping things organized, and like working with equipment and learning how things function.

What We Support
Scarab rents monitors, televisions, playback gear, computer and screen-based set equipment, and selected set-decoration-related items tied to screen content. The department also supports specialty needs such as car-plate shooting equipment and related technical prep.

This role helps keep that ecosystem accurate, ready, organized, and dependable.

What This Role Really Is
This is not just a warehouse labour post, and it is not a senior rental coordinator role. No machinery ticket required (no forklift, no scissor lift etc).  It is a skilled-entry operations role for someone who is comfortable doing physical work, likes gear, notices details, learns quickly, and takes pride in making equipment, inventory, and logistics dependable.

You do not need to know everything on day one. You do need to be the kind of person who follows through, asks smart questions, stays organized, and gets stronger quickly through real work. Must have a real “can do” attitude. 

For the right person, this role is satisfying because you can see the direct impact of your work; equipment is ready, systems are reliable, and productions stay on track because things were handled properly.

What You’ll Do
• Process inbound and outbound equipment orders with accuracy, care, and attention to detail
• Inspect returned equipment, identify issues, log maintenance needs, and help prepare gear for the next job
• Maintain accurate inventory records in internal systems, including status updates, packaging, locations, and corrections when discrepancies appear
• Prepare, pack, label, and organize equipment for pickups, deliveries, sub-rentals, and time-sensitive orders
• Help coordinate incoming and outgoing deliveries for the warehouse and office
• Follow up on delayed returns and support the tracking of equipment across active jobs
• Maintain the cleanliness, organization, and operational readiness of the warehouse space
• Assist with basic troubleshooting of equipment and help route larger issues to the right person quickly
• Support general rental operations work including quotes, reservations, errands, purchase recommendations, and office/warehouse assistance as needed
• Provide practical support to Scarab teams using company-sponsored equipment, including operators, coordinators, and internal staff

You’ll Do Your Best Work Here If
• Like practical work and do not mind being on your feet, lifting gear, and dealing with real-world logistics
• Take ownership of details instead of assuming someone else will catch the mistake
• Are naturally organized and get satisfaction from order, readiness, and reliable systems
• Have a willingness to learn equipment, software, processes, and the “why” behind the work
• Stay useful and solution-oriented when priorities shift or last-minute needs come in
• Can stay focused and accurate even when the work is repetitive or time-sensitive
• Want to grow by becoming dependable, technically stronger, and trusted with more responsibility over time

This Role is Probably NOT A Fit If
• You’re looking for a primarily desk-based or loosely structured role
• You prefer minimal physical work or predictable, repetitive routines without variation
• You tend to overlook small details or rely on others to catch mistakes
• You’re not interested in learning how equipment and systems actually work. Developed knowledge over time is an absolute must. 

Core Requirements 
• 1–3 years of relevant experience in warehouse, equipment handling, rentals, A/V, production support, or another practical operations environment, or equivalent readiness demonstrated through hands-on experience. Recent grads or students may be considered if they are studying in a related field.
• Comfort with physical work, including lifting equipment and moving cases or gear safely
• Working familiarity with basic office tools, Google Drive or similar systems, and data entry with good accuracy
• Clear communication and ability to follow instructions, checklists, and manuals carefully
• Strong reliability, organization, and attention to detail
• A genuine interest in technology, equipment, and learning new systems
 • Ability to work under pressure and stay useful when deadlines tighten or priorities change
• Eligibility to work in Canada

Strong Assets
• Previous experience in equipment rental, warehouse operations, A/V, film gear, live events, or related technical support
• Familiarity with asset management, rental software, or inventory systems. Currently we use FLEX
• Comfort with monitors, playback equipment, cables, accessories, computers, and screen-related hardware
• Experience building quotes, reservations, or coordinating gear movement
• Basic troubleshooting instincts for hardware and software issues

How We Work
We do our best work with people who are accountable, resourceful, and strong in their lane. Different people bring different strengths; we’re not trying to force everyone into the same mold. We’re looking for someone who knows how to contribute, keeps improving, and takes pride in being dependable.

This is a contractor role, but not a throwaway one. We prioritize repeat relationships with people who consistently show up well, handle responsibility, and make the team stronger. 

This role is Vancouver-based and tied to in-person warehouse and equipment operations. We are happy to be flexible in terms of hours occasional work, part-time work can be accommodated though all shifts fall into the M-F 8am - 6pm range. NO NIGHT SHIFT OF WEEKEND. 

Application Interview
We review resumes and experience, then use a short written screen to understand work habits, ownership, and practical readiness. Selected applicants may be invited to participate in a CliftonStrengths Assessment and an in-person interview.

The goal is to filter clearly the best person for the job while keeping the process respectful of your time.

Final Note
This role matters because small misses with gear, inventory, or logistics quickly become bigger problems.

We’re looking for someone who is willing, sharp, steady, and motivated to become someone the team can trust with more.