Rental Coordinator

Coastal Construction Equipment LLC; Fort Lauderdale (FL); On-site; USD 46,000 - 64,000; Full time

Job summary

Coastal CAT’s rental services division seeks a Rental Coordinator to manage customer accounts, drive rental and sales revenue, and oversee day-to-day operations. You will greet customers, quote rates, process contracts, and coordinate with service, hauling, and sales teams.

The role requires strong customer service, communication, and organizational skills. Some field interaction and showroom upkeep are involved in a collaborative environment.

Qualifications

• Customer-first mindset and strong service orientation.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.

Responsibilities

• Drive rental and sales revenue growth through account management and prospecting.
• Manage end-to-end customer experience from order to delivery, coordinating with internal teams.
• Quote rentals, sales, and transportation rates to support profitability goals.
• Process rental contracts, invoices, and inventory reconciliations accurately and on time.
• Communicate equipment availability and assist outside sales with order processing.
• Track missed opportunities and provide feedback for fleet adjustments.
• Achieve goals for revenue, customer satisfaction, retention, and new account acquisition.

Skills

Customer service orientation

Verbal communication

Written communication

Organizational skills

Multi-tasking

Education

College degree or relevant experience

Tools

CRM

Job description

Position Scope:

The Rental Coordinator supports Coastal CAT’s rental services division by managing customer accounts, driving rental and sales revenue, and ensuring smooth day-to-day operations. This role combines customer service, sales and operational responsibilities, offering opportunities for growth within the dealership.

Key Responsibilities:

• Greets and assists customers with equipment orders on the phone and in person.
• Answers the phone in a courteous manner, addresses all customer questions and inquiries, and suggestive sells when applicable.
• Quotes rental rates and new & used equipment prices in accordance with company policy.
• Handles customer disputes and problems as appropriate to the situation.
• Coordinates with the service department to anticipate customer needs to ensure equipment to ready to deliver in a timely manner.
• Schedules delivery and pick-up of equipment. Follows centralized hauling procedures and coordinates on time deliveries with the hauling division.
• Outbound cold calls by phone required, daily logging of each call within CRM.
• Plan daily calls based on county territories, market segments, and opportunities.
• Communicates with the salesman on a regular basis. Informs them of changes with customers, their market, and territory.
• Maintains accurate phone log.
• Records missed rental opportunities on DBS as required in Stowers rental counter excellence program.
• Maintains 95+% weekly inventory accuracy with 100% same day grief resolution.
• Maintains 95+% agreement accuracy.
• Processes rental agreements and invoices.
• Processes vendor invoices promptly in order to capture payment terms.
• Follows all purchasing procedures when ordering and receiving inventory.
• Files all purchasing paperwork in appropriate files with correct information.
• Adequately stocks, organizes, and cleans the showroom of displays and equipment.

Knowledge and Skill Requirements:

• Strong customer service orientation with a "Customer First" mindset.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in handling contracts, invoices, and inventory processes.

Preferred Qualification(s):

• Knowledge of Caterpillar, phases of construction, and the construction industry are a plus.
• Demonstrated success in meeting and exceeding sales or operational objectives.
• Experience in consultative selling and account management.
• Familiarity with equipment rental or dealership operations.

Education Requirements:

College degree or 3+ years of relevant experience in warehousing, dispatching, merchandising, or inside sales.

Essential Job Functions:

• Drive rental and sales revenue growth through account management and prospecting.
• Manage end-to-end customer experience from order to delivery, coordinating with internal teams.
• Quote rentals, sales, and transportation rates to support profitability goals.
• Process rental contracts, invoices, and inventory reconciliations accurately and on time.
• Communicate equipment availability and assist outside sales with order processing.
• Track missed opportunities and provide feedback for fleet adjustments.
• Achieve goals for revenue, customer satisfaction, retention, and new account acquisition.

Leadership Responsibilities:

No direct supervisory responsibilities; however, the role requires leadership in managing customer relationships and coordinating across departments to ensure operational success.

Preferred Experience and Skills:

• 3+ years in sales, operations, or dispatching roles.
• Proven ability to exceed defined objectives.
• Strong consultative selling skills and ability to build long-term customer relationships.

Physical and Mental Requirements:

• Ability to work in a fast-paced environment with frequent interruptions.
• Requires sitting, standing, and occasional lifting of up to 25 lbs.
• Mental agility to manage multiple tasks, prioritize effectively, and meet deadlines.

Work Environment:

• Office setting with frequent interaction with customers via phone, email, and in person.
• Occasional visits to job sites or equipment yards may be required.
• Collaborative environment with cross-functional coordination between sales, service, and hauling teams.