Cross Rental Specialist

About Us

At Alford Media, we don’t just provide event technology, we create unforgettable experiences. In an industry where equipment and expertise are easy to find, what sets us apart is how we work—with heart, precision, and purpose. With decades of experience and an ever-evolving inventory of cutting-edge gear, we empower our team to make smart, timely decisions that consistently deliver extraordinary results.

Summary

The Cross Rental Manager manages millions of dollars in annual cross-rental spend through vendor relationships, accurate quoting and purchasing, coordination with inventory, sales, and show site, and post-show tracking so rented gear returns complete. This is not a standard business-hours job. The person must be available to take calls outside normal hours when show requirements change.

This position will support our Alford Media team. The position follows an in-person schedule working full-time in-office/or show-site based out of Flower Mound, TX.

Essential Duties & Responsibilities

• Monitor upcoming shows with inventory control and identify shortages, substitutions, and items the company does not own.

• Work with sales, inventory control, and show-site teams to confirm the correct items, quantities, and dates before a rental is placed.

• Search vendor networks and source equipment that meets the show specification, timeline, and budget.

• Negotiate rates, terms, damage policies, and delivery windows with rental vendors.

• Build and maintain vendor relationships so priority gear can be secured on short notice.

• Create purchase orders for cross-rentals and related costs.

• Receive vendor invoices, reconcile them to the order and the show, and submit them for payment.

• Coordinate light logistics to move rented equipment to and from site. Escalate heavy freight, multi-state moves, and fleet scheduling to the Logistics Supervisor.

• Track rented equipment through the show and confirm it returns to the vendor complete.

• Investigate missing pieces, incomplete cases, and damage, and drive recovery or claims.

• Communicate vendor-sourced assets to internal operations so warehouse, show site, and accounting know what is cross rented.

• Maintain records of spend, vendor performance, shortages, and exceptions.

Education & Experience

• High school diploma or GED required.

• 2+ years in live events, AV rental, production, or inventory operations.

• Experience sourcing equipment from outside vendors and managing vendor relationships.

• Experience creating purchase orders and reconciling invoices.

• Working knowledge of AV equipment used in corporate general sessions and trade shows.

• Strong written and verbal communication with internal teams and outside vendors.

• Able to work a show-driven schedule, including calls outside normal business hours.

• Proficient in Microsoft Office and the company’s inventory or rental systems.

• Forklift certification preferred, not required.

Certificates, Licenses, Registrations

Valid driver’s license.

Travel Requirements

Travel up to 25%

What We Offer

The Freeman Company provides benefits that aim to empower our people and their families to thrive mentally, physically, and financially. These are a handful of the types of programs and benefits our full-time people may be eligible for. There may be some variances in specific benefits across regions.

• Medical, Dental, Vision Insurance

• Tuition Reimbursement

• Paid Parental Leave

• Life, Accident and Disability

• Retirement with Company Match

• Paid Time Off

Diversity Commitment

At The Freeman Company, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.

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