Rental Coordinator

National Rent-All Inc; Kitchener; On-site; CAD 28,000 - 33,000; Full time

Benefits offered by this job

Dental care

Extended health care

Vision care

EFAP program

Virtual Urgent Care

Accommodations

Job summary

National Rent-All Inc. is seeking a Rental Coordinator to manage equipment rentals, billing, and customer service, ensuring accurate cost capture and timely invoicing.

The role supports daily branch operations, coordinating with Service, Sales, and Operations teams to maintain fleet availability and scheduling. The position requires 1–3 years of customer service experience, strong communication, and proficiency with Microsoft Office.

Qualifications

• Proficient in Microsoft Office applications.
• 1-3 years of customer service experience preferred.
• Strong communication and teamwork skills.
• Ability to learn new systems quickly.

Responsibilities

• Coordinate equipment rentals, deliveries, and pickups
• Dispatch drivers and communicate timelines
• Provide material and rental solutions to customers and internal teams
• Process rental contracts accurately
• Serve as a primary customer contact, delivering professional and responsive customer service
• Process intercompany invoicing
• Ensure accurate billing, cost capture, rental dates, and equipment usage
• Manage accounts receivable, including invoicing, monitoring balances, and collections
• Support accounts payable functions as required
• Analyze waste and dump charges to ensure profitability and identify discrepancies
• Maintain accurate inventory records and confirm equipment rental readiness with shop and yard teams
• Collaborate with Service, Sales, and Operations teams to support fleet availability and maintenance scheduling
• Use and maintain accurate records in Texada and Samsara systems
• Finalize daily delivery and pickup routes to support accurate billing and reporting
• Generate financial and operational reports for management as required
• Follow standard operating procedures and comply with Occupational Health & Safety policies
• Perform other related duties as required to support business operations

Skills

Microsoft Office

Customer service

Problem solving

Teamwork

Communication skills

Tools

Texada

Samsara

Job description

The Rental Coordinator is responsible for rental coordination, intercompany invoicing, billing accuracy, accounts receivable, accounts payable, and customer service support for National Rent-All. This role ensures accurate cost capture, profitable billing practices, and timely resolution of customer inquiries while maintaining high standards of professionalism, operational efficiency, and compliance with company policies. The Rental Coordinator serves as a key point of contact for customers and internal stakeholders, supporting daily branch operations through accurate documentation, communication, scheduling, and reporting.

Key Responsibilities

• Coordinate equipment rentals, deliveries, and pickups
• dispatch drivers and communicate timelines
• Provide material and rental solutions to customers and internal teams
• process rental contracts accurately
• Serve as a primary customer contact, delivering professional and responsive customer service
• Process intercompany invoicing
• Ensure accurate billing, cost capture, rental dates, and equipment usage
• Manage accounts receivable, including invoicing, monitoring balances, and collections
• Support accounts payable functions as required
• Analyze waste and dump charges to ensure profitability and identify discrepancies
• Maintain accurate inventory records and confirm equipment rental readiness with shop and yard teams
• Collaborate with Service, Sales, and Operations teams to support fleet availability and maintenance scheduling
• Use and maintain accurate records in Texada and Samsara systems
• Finalize daily delivery and pickup routes to support accurate billing and reporting
• Generate financial and operational reports for management as required
• Follow standard operating procedures and comply with Occupational Health & Safety policies
• Perform other related duties as required to support business operations

Qualifications & Skills

• Proficient in Microsoft Office products
• Strong computer and technology skills with the ability to learn new systems quickly
• Resourceful, adaptable, and able to effectively problem-solve
• Positive, professional attitude with a strong commitment to teamwork
• Excellent communication and interpersonal skills
• 1-3 years of customer service experience preferred
• Ability to work effectively both independently and as part of a team

Compensation & Benefits

• Pay Range: $20-$24 per hour
• Dental care
• Extended health care
• Vision care
• Extensive EFAP program
• Virtual Urgent Care
• Accommodations

National Rent-All Inc. is committed to providing an accessible and supportive recruitment experience for persons with disabilities.