Rentals Administrator

Capwest; Vancouver; On-site; CAD 45,000 - 65,000; Full time

Job summary

CapWest in Vancouver, Canada, is seeking a detail-oriented Rentals Administrative Specialist to enter and track rentals using Texada, coordinate pickups and returns, and maintain precise files. You will respond to inquiries, liaise with internal teams, and support billing reconciliation for trucking and fuel charges.

The role requires strong organizational skills, proficiency in Microsoft Office, and the ability to multitask in a fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• Prior administrative, customer service, or data entry experience an asset.
• Strong attention to detail and organizational skills.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Experience with Texada or similar rental management software an asset, but not required.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Comfortable working both independently and as part of a team.

Responsibilities

• Rental Administration: Enter and track rentals and re-rentals in Texada, ensuring accuracy of contract terms, rates, and equipment details.
• Coordinate rental pickups, deliveries, extensions, and returns with the operations and dispatch teams.
• Maintain organized, up-to-date rental and re-rental files and records.
• Customer Service: Respond promptly and professionally to customer inquiries regarding rental availability, pricing, and account status.
• Liaise between customers and internal teams to resolve rental-related questions or issues.
• Billing and Tracking: Process, track, and reconcile billing for trucking and fuel charges.
• Review invoices for accuracy and follow up on discrepancies.
• Report on trucking and fuel costs to the Rentals Operations Senior Coordinator as required.
• Equipment Data Management: Enter new equipment into Texada, ensuring records are complete and accurate.
• Support ongoing maintenance and accuracy of equipment data within Texada.
• Administrative Support: Provide general administrative support to the Rentals team as required.
• Assist with filing, data entry, correspondence, and other clerical duties.
• Support special projects and reporting as assigned by the Rentals Operations Senior Coordinator.

Skills

High attention to detail

Organizational skills

Microsoft Office proficiency

Verbal and written communication

Multitasking

Independent and team work

Texada experience

Data entry experience

Customer service experience

Education

High school diploma or equivalent

Tools

Texada

Excel

Word

Outlook

Job description

Job Description

• Rental Administration: Enter and track rentals and re-rentals in Texada, ensuring accuracy of contract terms, rates, and equipment details
• Coordinate rental pickups, deliveries, extensions, and returns with the operations and dispatch teams
• Maintain organized, up-to-date rental and re-rental files and records
• Customer Service: Respond promptly and professionally to customer inquiries regarding rental availability, pricing, and account status
• Liaise between customers and internal teams to resolve rental-related questions or issues
• Billing and Tracking: Process, track, and reconcile billing for trucking and fuel charges
• Review invoices for accuracy and follow up on discrepancies
• Report on trucking and fuel costs to the Rentals Operations Senior Coordinator as required
• Equipment Data Management: Enter new equipment into Texada, ensuring records are complete and accurate
• Support ongoing maintenance and accuracy of equipment data within Texada
• Administrative Support: Provide general administrative support to the Rentals team as required
• Assist with filing, data entry, correspondence, and other clerical duties
• Support special projects and reporting as assigned by the Rentals Operations Senior Coordinator

Minimum Qualifications (Knowledge, Skills, and Abilities)

• High school diploma or equivalent required
• Prior administrative, customer service, or data entry experience an asset
• Strong attention to detail and organizational skills
• Proficiency with Microsoft Office (Excel, Word, Outlook)
• Experience with Texada or similar rental management software an asset, but not required
• Excellent verbal and written communication skills
• Ability to multitask and prioritize in a fast-paced environment
• Comfortable working both independently and as part of a team

Salary Range

$45,000 - $65,000

About The Company

Founded on more than 35 years of collective professional experience, CapWest is specialized in meeting the modern needs of the growing construction industry in North America. We provide integrated solutions for clients across diverse industries, following an efficient and cooperative approach, and always delivering project certainty. We believe it is the culmination of our passion for providing world-class construction and construction management services, while also fostering long-term relationships that yield exceptional and innovative outcomes that continue to shape the industry.

At CapWest Group of Companies, we believe our strength lies in our people. Across our divisions: Forming, Pumping, Equipment Rentals & Operations, Electrical, Drywall, Steel Stud, Metal Panel, and Firestopping. Our success is built by a motivated, skilled team that takes pride in quality, safety, and craftsmanship. We’re continually seeking talented, hard-working individuals who are passionate about their trade and eager to grow within a dynamic and fast-paced environment.

AI Use

This role may involve the use of artificial intelligence (AI) tools to support research, analysis, content development, design, reporting, or operational efficiency. Employees are expected to use AI responsibly and in compliance with company policies, data privacy requirements, confidentiality obligations, and applicable laws. All AI-generated or AI-assisted outputs must be reviewed for accuracy, quality, and appropriateness before use. Employees are also expected to disclose when AI tools have been used in the creation of work and must not present AI-generated content as solely their own original work.