Equipment Rental Coordinator for Project Cost Control

Audubon Companies; Houston (TX); On-site; USD 48,000 - 64,000; Full time

Job summary

Audubon Companies in Houston seeks an Equipment Rental Specialist to coordinate rental equipment across active projects from requisitions to closeout. The role tracks rental periods, vendors, and PO values to keep costs aligned with project needs and ensure timely equipment delivery.

The ideal candidate has experience in purchasing, procurement, and equipment rental coordination, with strong Excel/Outlook skills and the ability to manage multiple projects in a fast-paced office setting.

Qualifications

• High school diploma or equivalent.
• Experience in purchasing, procurement, equipment rental coordination, materials coordination, project administration, or a related field.
• Experience supporting EPC, engineering, construction, oil and gas, industrial, energy, or other project-based work preferred.
• Familiarity with purchase orders, requisitions, vendor quotations, rental agreements, invoice review, and procurement documentation.
• Strong organization, follow-up, communication, and attention to detail.
• Ability to manage multiple projects, vendors, deadlines, and changing equipment needs in a fast-paced environment.
• Proficiency with Microsoft Office, especially Excel and Outlook.

Responsibilities

• Manage rental equipment requisitions and purchase orders from issuance through closeout, including changes, extensions, supporting documentation, and final release.
• Maintain a master equipment rental log across all active projects, including project, vendor, equipment type, rental rate, start date, anticipated off-rent date, PO value, and rental duration.
• Monitor rental periods and proactively notify Project Managers and Operations as equipment approaches its anticipated off-rent date, planned duration, or approved PO limit.
• Coordinate purchase order increases when equipment is required beyond the original duration, helping prevent rental commitments from exceeding approved PO values.
• Source rental equipment and obtain competitive pricing, availability, delivery terms, pickup terms, and other commercial information from approved vendors.
• Compare rental rates, terms, minimum periods, delivery charges, damage waivers, and related conditions to support cost-effective vendor and rental-structure decisions.
• Monitor equipment durations and identify equipment that appears idle, underutilized, or on rent beyond the planned need; elevate findings to the appropriate project stakeholders.
• Provide Operations and Project Management with regular visibility into current rental exposure, upcoming off-rent dates, open commitments, approaching PO limits, and expected extensions.
• Coordinate with Project Controls and Accounts Payable to maintain accurate commitment information, support invoice review, and resolve discrepancies between rental activity, purchase orders, and invoices.
• Maintain organized procurement records, vendor communications, rental confirmations, delivery and pickup documentation, approvals, and closeout records.
• Support vendor performance reviews and issue resolution related to availability, delivery, pickup, billing, equipment condition, service, and contract or rental-term compliance.
• Identify opportunities to consolidate rentals, standardize terms, improve utilization, and reduce avoidable rental cost across projects.

Skills

Project coordination

Vendor sourcing

Purchase orders

MS Office

Excel skills

Attention to detail

Education

High school diploma

Tools

Acumatica

Job description

Audubon Companies in Houston seeks an Equipment Rental Specialist to coordinate rental equipment across active projects from requisitions to closeout. The role tracks rental periods, vendors, and PO values to keep costs aligned with project needs and ensure timely equipment delivery.

The ideal candidate has experience in purchasing, procurement, and equipment rental coordination, with strong Excel/Outlook skills and the ability to manage multiple projects in a fast-paced office setting.