Rental Coordinator

Emery Sapp & Sons, Inc.; Columbia Township (MO); On-site; USD 45,000 - 60,000; Full time

Job summary

A construction company in Columbia Township is seeking a Rental Coordinator to oversee equipment rental requests. The ideal candidate will manage deliveries and invoicing, ensuring accurate financials and great customer service. This role requires prior experience with rental contracts and a strong understanding of the rental process to maintain project timelines effectively. Excellent communication and organization skills are essential for success in this fast-paced environment.

Qualifications

• Prior experience with rental contracts and workflows is required.
• Strong understanding of equipment rental processes needed.
• Excellent communication skills required when collaborating with teams.

Responsibilities

• Manage incoming equipment rental requests efficiently.
• Coordinate rental equipment deliveries and returns.
• Maintain accurate financial coding for rental operations.

Skills

Customer service

Rental contracts knowledge

Attention to detail

Organizational skills

Tools

Rental software

ERP platforms

Job description

Job Overview

The Rental Coordinator is responsible for managing all incoming equipment rental requests, coordinating with operations, vendors, and internal teams to ensure timely delivery, accurate tracking, and proper financial coding. This role requires prior knowledge of rental contracts, rental terms, and a strong understanding of rental workflow from initiation through return. The Rental Coordinator plays a critical role in supporting project timelines and ensuring accurate equipment costing across the company.

Key Responsibilities

• Customer Service & Support
  • Provide excellent customer service to operations teams by addressing rental needs promptly and proactively assisting with planning to support project schedules.
  • Serve as the primary point of contact for all rental requests and inquiries from field personnel—whether in person, by phone, or online.
• Rental Workflow Management
  • Obtain, evaluate, and compare rental quotes based on pricing, availability, terms, and vendor performance.
  • Coordinate all rental equipment deliveries and returns between job sites, branches, and rental providers.
  • Set up new rental units in the company’s rental software and ERP system with accurate details and coding.
  • Maintain real‑time visibility of all rented equipment including status, location, start/end dates, extension or off‑rent needs.
  • Code all rental‑related expenses accurately for proper equipment costing by job, asset type, or branch.
  • Follow up with vendors on late, incorrect, or missing invoices to ensure timely processing.
  • Collaborate closely with Accounts Payable to resolve discrepancies and prevent cost overruns.
  • Track rental profit and loss by branch and coordinate monthly rental true‑ups with each branch location.
  • Assist in maintaining clean and accurate financials related to rental operations.

Qualifications

• Prior experience working with rental contracts, rental terms, and rental workflow (required).
• Strong understanding of equipment rental processes (initiation, delivery, tracking, off‑rent, invoicing).
• Excellent communication skills when working with field operations, vendors, and internal stakeholders.
• High attention to detail and accuracy, especially in financial coding and tracking.
• Ability to work in a fast‑paced environment and manage multiple active rentals simultaneously.
• Experience with rental software, fleet management systems, or ERP platforms preferred.
• Strong organizational skills and ability to maintain consistent follow‑through.

Success Factors

• Responsiveness and urgency with field rental needs.
• Ability to maintain real‑time, accurate rental visibility.
• Consistent accuracy in financial coding, invoice review, and true‑up activities.
• Strong vendor relationships and dependable communication.
• Proactive problem‑solving and follow‑through from initiation to final return.

Job Details

• Seniority level: Associate
• Employment type: Full‑time
• Job function: Other
• Industries: Construction