Equipment Rental Dispatcher & Scheduling Coordinator

Grace Pacific; Honolulu (HI); On-site; USD 42,000 - 54,000; Full time

Job summary

Grace Pacific in Honolulu, HI seeks an organized Operations Coordinator to handle walk-in, phone, fax and email orders, prioritize jobs, and coordinate with maintenance and crew scheduling. You will balance workloads, manage daily crew assignments, and ensure accurate paperwork for payroll and invoicing.

Ideal candidates have strong communication, basic math, and computer skills (Word/Excel/Email), with at least 6 months in a related rental/construction environment. EOE.

Qualifications

• Basic math functions used in daily tasks.
• Able to read and understand business documents and maps.
• Proficient with Word, Excel and email; quick to learn in-house systems.

Responsibilities

• Take walk-in, phone, fax and email job orders and prioritize them with the team.
• Coordinate with Warehouse Foreman, Operations Supervisor, and Manager to confirm equipment availability.
• Coordinate with mechanics to ensure trucks/equipment are available for maintenance or repairs.
• Schedule crews weekly, adjust shifts (day/night) to balance workloads.
• Create daily schedules based on workload and assign jobs to suitable crew members.
• Review quotations, service agreements, POs, or WO to ensure proper allocation of staff and resources.
• Prepare payroll paperwork by comparing job orders with work logs for supervisor approval.
• Address customer complaints and route issues to the Operations Supervisor for follow-up.
• Ensure rental services are rendered as ordered and that forms are properly submitted for invoicing.
• Calculate billing costs for traffic control and fencing from completed rental orders and forward for review.
• Maintain department records for easy retrieval.

Skills

Math

Reading

Computer skills

10-key by touch

Education

High School Diploma or equivalent

Tools

Word

Excel

Email

Job description

Grace Pacific in Honolulu, HI seeks an organized Operations Coordinator to handle walk-in, phone, fax and email orders, prioritize jobs, and coordinate with maintenance and crew scheduling. You will balance workloads, manage daily crew assignments, and ensure accurate paperwork for payroll and invoicing.

Ideal candidates have strong communication, basic math, and computer skills (Word/Excel/Email), with at least 6 months in a related rental/construction environment. EOE.