Document Control & Licensing Coordinator (Hybrid)

McGrath RentCorp; Livermore (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

McGrath RentCorp in Livermore, CA is seeking a meticulous Document Coordinator to keep rental assets compliant with state licensing and regulatory requirements. You will support vendor setup, accounts payable processes, and inventory intake.

You will register new equipment, manage licenses, review documents for accuracy, and interact with internal teams and government agencies. The role demands strong Excel skills, attention to detail, and the ability to handle high volumes of paperwork in a

Qualifications

• 2+ years of accounts payable experience.
• Experience with government agencies or DMV is helpful.
• Proficient in MS Excel and multiple systems.
• Detail-oriented with strong organizational skills.

Responsibilities

• Registers new rental equipment acquisitions with state agencies.
• Releases title for rental equipment sold to customers.
• Ensures annual registration for applicable equipment is timely.
• Reviews documentation for new equipment acquisitions for accuracy.
• Processes new business license applications and renewals.
• Interacts with internal partners and government agencies.

Skills

Accounts payable

Excel

Time management

Communication

Education

Associate degree in accounting

Tools

MarkView

Oracle

Job description

The specific pay rate and level will depend on the successful candidate’s qualifications, prior experience and location.

A Day in the Life

The Document Coordinator helps keep the company’s rental assets compliant with state licensing and regulatory requirements, supports new vendor setup in the accounts payable vendor management module, and receives assets into the inventory module.

What You’ll Do

• Registers new rental equipment acquisitions with state agencies
• Releases title for rental equipment that is sold to customers
• Ensures rental equipment that requires annual registration occurs timely and accurately
• Reviews the supporting documentation for new equipment acquisitions for completeness and accuracy
• Processes new business license applications and renewals
• Research requirements for licenses when entering a new jurisdiction
• Creates new vendor or updates existing vendor information in the vendor management module of EBS.
• Assigns a tag number and adds the asset into the system once notified by the Operations Team that the asset has been physically received in the Inventory Center or yard.
• Research and evaluate inventory discrepancies
• Interacts with internal business partners and government agencies
• Perform filing and other duties as assigned
• Handle high volume of paperwork in an organized manner
• Provides high level of customer service to internal and external customers
• Performs other duties as assigned

Must Haves

• Self-motivated, highly organized and ability to manage time independently
• Provides excellent service to internal customers
• Ability to solve problems and establish relationships with external agencies
• Ability to work in a fast paced team oriented environment
• 2+years – experience in accounts payable with general ledger accounting experience
• Previous DMV or other government agency experience helpful
• Experience with accounts payable system/computer skills (Mark View and Oracle preferred)
• Attention to detail, accuracy, strong organizational skills and desire for continuous improvement
• Ability to research complex matters in multiple systems and analyze for appropriate solutions
• A positive and professional attitude
• Possess excellent communications skills and be able to navigate diverse government bureaucracies.
• Proficient in Microsoft Excel

Work arrangements, including hybrid/remote schedules, are subject to change based on business needs, operational requirements, and company policy. Candidates must live within commuting distance of our Livermore, CA office.

Flexibility & Evolving Responsibilities

This job posting is intended to convey the general nature and level of work expected in the role. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Responsibilities may evolve over time, and team members may be asked to take on additional tasks or adjust their focus in response to changing business needs—sometimes with or without prior notice. This flexibility is a valued part of our culture and supports our commitment to collaboration, agility, and shared success.

Equal Employment Opportunity & Hiring Requirements

Pre-employment screenings are conducted after a conditional offer of employment is extended, in accordance with fair hiring laws. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, on the basis of disability and any other legally protected status. We are interested in every qualified candidate who is legally authorized to work in the United States on a permanent basis. At this time, we do not sponsor employment visas or provide immigration sponsorship now or in the future. Our company uses E-Verify to confirm employment eligibility.

AI Use in Our Interview Process

You are welcome to use AI tools to prepare in advance for our interview process. During interviews, however, candidates should respond based on their own knowledge, experience, and perspective without real-time assistance from AI or another person. This helps us have an authentic conversation and evaluate candidates consistently. If you need a reasonable accommodation to participate in the interview process, please let us know.

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