Administrative Assistant I / Rental Coordinator

Kelly Services; Phoenix (AZ); On-site; USD 33,000 - 44,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Telemedicine

Term life

Whole life

Accident insurance

Critical illness

Legal plan

Short-term disability

Retirement savings plan

Service bonus

Holiday pay plans

Transit spending account

Paid sick leave

Job summary

Kelly Services in Phoenix, AZ is seeking an Administrative Assistant I / Rental Coordinator to support customer service, rental coordination, billing, equipment logistics, and yard operations. This role blends office duties with hands-on equipment coordination to keep operations running smoothly.

The ideal candidate is organized, proactive, and able to manage multiple priorities while communicating professionally with customers, vendors, and internal teams.

Qualifications

• Customer service and communication skills essential.
• Excellent organization and attention to detail; multitask effectively.
• Invoicing, A/P/A/R, logistics, dispatch, or rental coordination experience preferred.
• Comfortable working in both office and equipment-yard environments.

Responsibilities

• Coordinate rental coordination and customer service communications with customers, vendors, and technicians.
• Prepare rental agreements, bills of lading, and related purchase orders.
• Log project releases, track transportation, collect signatures, and close jobs on schedule.
• Review invoices for customers and vendors; monitor accounts payable/receivable.
• Schedule inspections and preventive maintenance; monitor safety and yard operations.

Skills

Customer service

Communication

Phone skills

Organization

Multitasking

Invoicing

Accounts payable

Accounts receivable

Logistics

Rental coordination

Office & yard

Job description

Administrative Assistant I / Rental Coordinator

Location: Phoenix, AZ 85043, United States

Job Type: Full-time

Pay rate: $28.00

Schedule: Mon-Fri 7am-3:30pm

About the Role

We’re seeking an organized, proactive Administrative Assistant I / Rental Coordinator to support customer service, rental coordination, billing, equipment logistics, and yard operations. This role is ideal for someone who enjoys balancing office responsibilities with hands-on equipment coordination.

Key Responsibilities

Rental Coordination & Customer Service

• Communicate professionally with customers, vendors, salespeople, and technicians about service needs, orders, and equipment shipments.
• Follow up on orders and releases and keep customers and internal teams informed.
• Coordinate manpower and equipment transportation with the Equipment Coordinator, Depot Manager, salespeople, and transportation suppliers.
• Prepare rental agreements, bills of lading, and job-related purchase orders as needed.
• Log project releases, obtain customer signatures, track outsourced transportation, and close completed jobs on the schedule board.
• Participate in weekly depot meetings and monthly coordinator and accounts receivable calls.

Billing & Accounts

• Review and approve customer invoices; follow up with customers to confirm receipt and request payment dates.
• Review vendor invoices for accuracy and proper payment documentation.
• Maintain accounts payable and accounts receivable tracking files.

Equipment & Yard Coordination

• Assist with loading and unloading equipment.
• Verify outgoing equipment tags and bills of lading.
• Inspect returned equipment for damage or missing accessories and report findings to the Depot Manager.
• Maintain equipment and spare-parts inventories, trailer inspection and registration records, and equipment repair task lists.

Quality Control & Safety

• Schedule inspections and preventive maintenance for rental equipment.
• Check billing for damaged equipment and missing accessories.
• Help control job-site repair and freight expenses.
• Complete assigned safety inspections of the office, warehouse, equipment yard, records, and fire extinguishers.

Qualifications

• Strong customer service, communication, and phone skills.
• Excellent organization and attention to detail; able to manage multiple priorities.
• Experience with invoicing, accounts payable/receivable, logistics, dispatch, or rental coordination is an asset.
• Comfortable working in both an office and equipment-yard environment.

As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Please note: The following benefits reflect Kelly's general offerings. Eligibility may vary by assignment, location, and job type. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan.

Get a complete career fit with Kelly ® .

You’re looking to keep your career moving onward and upward, and we’re here to help you do just that. Our staffing experts connect you with top companies for opportunities where you can learn, grow, and thrive. Jobs that fit your skills and experience, and most importantly, fit right on your path of where you want to go in your career.

About Kelly

Work changes everything. And at Kelly, we’re obsessed with where it can take you. To us, it’s about more than simply accepting your next job opportunity. It’s the fuel that powers every next step of your life. It’s the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life—just ask the 300,000 people we employ each year.

Kelly is committed to providing equal employment opportunities to all qualified employees and applicants regardless of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or any other legally protected status, and we take affirmative action to recruit, employ, and advance qualified individuals with disabilities and protected veterans in the workforce. Requests for accommodation related to our application process can be directed to the Kelly Human Resource Knowledge Center. Kelly complies with the requirements of California’s state and local Fair Chance laws. A conviction does not automatically bar individuals from employment. Kelly participates in E-Verify and will provide the federal government with your Form I‑9 information to confirm that you are authorized to work in the U.S.

Kelly may use AI-powered tools during the recruitment and hiring process. For full details, including how Kelly uses AI, your rights, and how to request a reasonable accommodation, visit the Recruitment Artificial Intelligence Notice (https://www.kellyservices.com/hubfs/myKelly/Resources/Employment_Policies/Recruitment-Artificial-Intelligence-Notice.pdf?hsLang=en) .

Kelly Services is proud to be an Equal Employment Opportunity and Affrative Action employer. We welcome, value, and embrace diversity at all levels and are committed to building a team that is inclusive of a variety of backgrounds, communities, perspectives, and abilities. At Kelly, we believe that the more inclusive we are, the better services we can provide. Requests for accommodation related to our application process can be directed to Kelly’s Human Resource Knowledge Center. Kelly complies with the requirements of California’s state and local Fair Chance laws. A conviction does not automatically bar individuals from employment.