Rental Coordinator

HTX Material Handling•Carrollton, TX

6d•Onsite

About The Position

The Rental Coordinator plays a key role in managing the internal operations of the rental department and supporting the rental and sales teams. This role ensures efficient coordination between customers, account managers, suppliers, and internal departments. The Rental Coordinator is responsible for managing rental contracts, coordinating equipment availability, tracking inventory, organizing documentation, and ensuring a high level of customer satisfaction throughout the rental process. This position requires someone who is highly organized, detail-oriented, customer-focused, and able to manage multiple tasks simultaneously. Administrative coordination, scheduling, and communication are central to the role.

Requirements

Bachelor’s degree in a related field or 3+ years of experience in rental coordination, sales coordination, or equipment operations
Valid driver’s license and ability to maintain a clean driving record
Ability to travel to other locations within a 25-mile radius
Strong organizational, problem-solving, and multitasking abilities
Excellent customer service mindset
Strong written and verbal communication skills
Ability to assist management and team members with additional projects when required
High attention to detail and strong work ethic
Working knowledge of Microsoft Office (Word, PowerPoint)
Strong proficiency in Microsoft Excel, including:
VLOOKUP
Pivot Tables

Nice To Haves

Rental or equipment industry experience (material handling, industrial equipment, or automotive) preferred
Fluent in English; Spanish is a plus
Experience with ERP systems preferred

Responsibilities

Maintain organized rental and inventory records
Coordinate equipment availability for rental and demo units
Create, organize, and monitor all rental and demo contracts
Monitor and organize all inbound and outbound rental inventory
Maintain accurate inventory and transaction records within the company ERP system
Coordinate and facilitate all incoming and outgoing freight for rental and sales departments
Promptly process rental orders and documentation from account managers
Ensure rental contracts, billing, and documentation are completed accurately and on time
Maintain a consistently high Customer Satisfaction Index (CSI)
Create, organize, and monitor purchase orders for rental and sales departments
Appropriately upload and file warranty installation reports and service documentation
Support rental scheduling and equipment logistics across departments
Obtain all necessary client information and provide it to the accounting department for new customer/vendor setup
Attend internal training meetings and maintain knowledge of company products, services, and rental offerings
Support sales and rental teams with administrative coordination as needed