Rental Administrator

Newman Tractor, LLC; Ohio; On-site; USD 40,000 - 56,000; Full time

Benefits offered by this job

80 hours paid vacation (prorated)

401k with up to 4% match

HDHP with employer contributions

Dental, Vision, Life insurance options

Yearly work boot allowance

In-office work hours 8am-5pm, Mon-Fri

Job summary

Newman Tractor, LLC is seeking a Rental Administrator to coordinate heavy equipment logistics, freight, invoicing, and consignment reconciliation. You will work with service, outside sales, rental coordination and branch management to ensure accurate, timely deliveries, returns and documentation. Strong Excel skills and excellent communication are essential.

The role emphasizes inventory control, fleet utilization, and continuous improvement of rental processes in a hands-on office environment.

Qualifications

• Detail oriented with excellent organizational skills.
• Experience in construction or heavy equipment preferred.
• Strong Excel skills including VLOOKUP and pivot tables.
• Adaptable to new programs and processes.
• Excellent verbal and written communication.
• Ability to multi-task and manage priorities.
• Ability to interact professionally with customers at all levels.

Responsibilities

• Coordinate equipment logistics and deliveries/returns.
• Process invoices and reconcile consignments.
• Support service, sales and branch management teams.
• Maintain inventory accuracy and bin locations with service.
• Notify reps of new arrivals and share photos when possible.
• Support rental coordinator with damages and billing.
• Assist with continuous improvement of rental processes.

Skills

Detail oriented

Organizational skills

Multitasking

Communication skills

Customer interaction

Adaptability

Verbal and written instructions

Interpersonal skills

Attention to detail

Excel skills

Education

High School Diploma or equivalent

Tools

Microsoft Excel

Microsoft Office

Job description

The Rental Administrator supports the efficient operation of the heavy equipment rental business by coordinating equipment logistics, freight arrangements, invoice processing, consignment reconciliation, and administrative support for rental operations. This position works closely with service, outside sales, rental coordination, and branch management teams to ensure equipment deliveries, returns, documentation, and related customer-service needs are handled accurately, timely, and professionally

Key Responsibilities

• Understand inventory – (rent ready, rented, down, aos) work with the service department to maintain accurate inventory and bin locations. Strive to maximize utilization of equipment
• Reconcile consignment invoices
• Work closely with our service and outside departments to map out logistics for all deliveries and receipt of equipment
• Notify Sales Reps of new arrivals and send pictures when possible
• Invoicing of missing rental attachments upon return if applicable thru the equipment module
• Support the team with equipment and inventory photos as needed
• Support Rental Coordinator’s with rental equipment return damages & rental customer damage billings
• Support Branch Manager with other projects or assignments as needed
• Look for continuous improvement opportunities of all rental processes to be submitted to management

Qualifications

• Must be detail oriented and possess excellent organizational skills
• Experience in the construction or heavy equipment industry is preferred
• Excellent computer skills using Microsoft with a strong focus on Excel (v lookup, pivot tables)
• Adaptability to new programs
• Strong verbal and written communication skills
• Ability to manage multiple tasks, prioritize and adapt to changing needs throughout the day
• Ability to effectively interact and partner with customers at all levels of the organization.
• Exceptional communication and Interpersonal skills.
• Ability to understand and carry out verbal and written instructions.
• Strong organizational skills and keen attention to detail.
• High School Diploma or equivalent
• 80 hours of paid vacation (prorated in year of hire)
• 401k with up to 4% match of total compensation
• HDHP & Co-pay medical plans with 80% of premium paid by employer for employee coverage (other coverages available)
• Voluntary coverages offered for Dental, Vision, Voluntary Life, Accident & Critical Illness
• Company provided STD, LTD, and Life Insurance
• Yearly work boot allowance
• Other benefits can be discussed with eligible applicants
• Work hours: 8am-5pm, Monday thru Friday, In office