Rental Administrator

Kirby Corporation; Dallas (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Stewart & Stevenson in Dallas, TX is seeking a Rental Administrator to manage rental contracts, track assets, and coordinate pick-ups and deliveries. You will serve as the primary contact for customer communication and ensure accurate billing and documentation.

The role requires clear written and spoken communication, meticulous attention to detail, and strong organizational skills. Proficiency with Microsoft Office and familiarity with Oracle are preferred assets.

Qualifications

• Ability to communicate in writing clearly and concisely.
• Ability to communicate effectively with others using the spoken word.
• Ability to perform work accurately and thoroughly.
• Ability to pay attention to the minute details of a project or task.
• Possessing the trait of being organized or following a systematic method of performing a task.

Responsibilities

• Administers rental contracts (new and existing) including dates, rates, charges, amendments, suspensions, terminations, and filing; checks invoices against contracts.
• Places high volumes of equipment orders by obtaining customer information and finalizing details; arranges transportation and orders in the system.
• Secures equipment by checking availability with shop and coordinating with Dispatch and Service for upcoming needs.
• Maintains ongoing communication with customers regarding contracts, deliveries, and billing inquiries.
• Assists Outside Sales with checking unit availability and customer accounts daily; forwards leads to sales team.
• Handles customer complaints professionally and resolves to customer and company satisfaction.
• Matches and approves vendor invoices daily and collaborates with credit/collections as needed.

Skills

Written communication

Verbal communication

Attention to detail

Organized

Education

GED/HS Diploma

2–4 years related experience

Associate or Bachelor's degree preferred

Tools

Microsoft Office

Oracle

Job description

Overview

Stewart & Stevenson isNow Hiring a Rental Administrator at 1631 Chalk Hill Road Dallas, TX 75212.

Responsible for the administration of all aspects of rental policies and procedures, including the processing of rental contracts, recording and tracking of rental assets, and scheduling pick-ups and deliveries. Primary contact for customer communication.

Responsibilities

• Administers rental contracts (new and existing) including on and off rental dates, rates and all ancillary charges, amendments, suspensions (ensuring prompt collection of equipment), terminations (ensuring all ancillary charges are made), filing of contracts and related paperwork, and checking invoices and credit memos against contract files.
• Places high volumes of equipment orders by obtaining customer information (checking customer account or obtaining credit application for new customer); finalizes details about when, where and what equipment is required; selects equipment/merchandise from inventory and places the rental/purchase order in the computer system (including cash rentals); organizes transportation for orders (i.e. coordinates deliveries and collections while optimizing the use of transport)
• Secures equipment by checking availability of equipment with shop (performs research to determine when unavailable equipment will become available); provides adequate notice to Dispatch and Service Departments for upcoming equipment requirements; coordinates with other rental companies when necessary to secure equipment.
• Ongoing communication with customers regarding rental contracts, delivery of rental equipment and questions related to billing.
• Responsible for assisting Outside Sales Representatives with checking unit availability and customer accounts daily.
• Supports sales efforts by forwarding sales leads and incoming inquiries to the sales group.
• Handles customer complaints in a professional manner in order to resolve the complaint to the satisfaction of the customer and company.
• Responsible for matching and approving vendor invoices daily.
• Work with credit/collections department on any accounts receivable issues as needed.
• Responsible for training new sales personnel and administrators as needed.
• Direct branch level administrators on proper processes in accordance with policies and procedures set by rental department.
• Work with other Divisional Administrators to help with overflow in times of absence or disaster.
• Administer and enforce all rental policies and procedures.
• Back up for management.
• Any additional tasks that are directed by management.

Qualifications

• Ability to communicate in writing clearly and concisely.
• Ability to communicate effectively with others using the spoken word.
• Ability to perform work accurately and thoroughly.
• Ability to pay attention to the minute details of a project or task.
• Possessing the trait of being organized or following a systematic method of performing a task.

Education:

High School Diploma or General Education Degree (GED) and two to four years related experience required. Associate or Bachelor's Degree strongly preferred.

Skills & Abilities:

Computer Skills: Proficient in Microsoft Office applications (Word, Excel, Outlook). Prior experience with Oracle software preferred.

Physical Activities & Requirements:

Standard Office Criteria

Working Conditions:

Standard Office Criteria

Equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities.