Rental Coordinator

PTR Premier Truck Rental; Fort Wayne (IN); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

PTR Swag & Uniform/Boot Allowance

On-site Micro-Markets stocked withSn..

Discounts on phone plans, supplier and

Additional partner and vendor discount

Job summary

Premier Truck Rental seeks a Rental Coordinator to support the sales team from Fort Wayne, IN. You will manage on/off rent processes, review contracts, and ensure accurate data entry across the rental system, collaborating with accounting, field service, and sales.

The role requires strong attention to detail, teamwork, and excellent communication to maintain PTR’s high standard of customer service in a fast-paced environment.

Qualifications

• Demonstrated experience in administrative and customer service roles.
• Strong attention to detail and organization to manage multiple tasks.
• Commitment to delivering top-tier customer service and PTR values.
• Ability to prioritize in a fast-paced environment and collaborate across teams.

Responsibilities

• Provide frontline customer support and administrative assistance to the sales team.
• Manage on/off rent processes with accurate contract execution and data entry.
• Maintain rental system data, customer records, and transaction details.
• Coordinate communication between customers, sales, and other departments.
• Update purchase orders and track relocations within systems.
• Verify rental agreements using PandaDoc and send follow-up emails with links.

Skills

Administrative experience

Customer service

Attention to detail

Teamwork

Communication skills

Professional correspondence

Time management

Multitasking

Tools

Microsoft Dynamics 365

PandaDoc

Job description

Are you in search of a company that resonates with your proactive spirit and entrepreneurial mindset? Your search ends here with Premier Truck Rental!

Company Overview

At Premier Truck Rental (PTR), we provide customized commercial fleet rentals nationwide, helping businesses get the right trucks and equipment to get the job done. Headquartered in Fort Wayne, Indiana, PTR is a family-owned company built on a foundation of integrity, innovation, and exceptional service. We serve a wide range of industries—including construction, utilities, and infrastructure—by delivering high-quality, ready-to-work trucks and trailers tailored to each customer’s needs. At PTR, we don’t just rent trucks—we partner with our customers to drive efficiency and success on every job site.

The Rental Coordinator is a pivotal role within our operations department, serving as the frontline support for customer interactions. They will play a crucial role in providing administrative assistance to the sales team, shepherding customers through the sales process from on/off-rent execution, finalized contracts, and seamlessly extending support to our customers. The primary responsibilities will encompass contract review, meticulous maintenance of the rental system, data, execution of rental transactions, and fostering collaboration with other departments. This dynamic position demands effectiveness within a fast-paced environment, meticulous attention to detail, and a pronounced aptitude for teamwork. In this role, you will be entrusted with representing PTR's commitment to customer satisfaction, contributing to our sales team's operational efficiency, and maintaining a streamlined sales journey for our valued customers. This is a career-pathed role with growth potential.

Location

Onsite in Fort Wayne, IN

Hours

• Monday through Friday 8:00 AM to 5:00 PM

Responsibilities

• Dedicate yourself to providing unparalleled customer service, embodying the values and reputation of PTR.
• Create and manage the on/off rent process with rental agreement execution with precision and timeliness.
• Execute accurate data entry into our rental system, maintaining meticulous records of customer information, sales progress, and transactional details.
• Facilitate seamless communication between customers, sales territories, and various departments, ensuring swift response times to inquiries and requests.
• Take charge of coordinating on/off-rent and return notifications, verifying pickup details, and ensuring smooth communication with accounting, field service, outside yards, and sales territories.
• Keep purchase orders up to date, facilitating smooth financial processes and transparent tracking of transactions.
• Maintain accurate records of location updates and relocations within our systems to contribute to accurate reporting and efficient operations.
• Utilize PandaDoc to verify the accuracy and completeness of rental agreements, ensuring alignment with customer requirements.
• Initiate follow-up emails with PandaDoc links to rental agreements, enhancing clarity and expediting the agreement process for customers.

Requirements

Must Have

• Demonstrated experience in previous administrative and customer service roles, showcasing your ability to manage tasks efficiently while providing exceptional customer support.
• A keen attention to detail, coupled with outstanding organizational abilities, enables you to manage multiple tasks and responsibilities effectively.
• A strong passion for delivering top-tier customer service, ensuring that every interaction resonates with PTR's commitment to excellence.
• The capability to handle numerous tasks simultaneously and prioritize them based on urgency and importance, even within a dynamic and fast-paced environment.
• Thriving in a team-oriented setting, you readily contribute your skills and insights, supporting colleagues to achieve shared goals.
• A knack for preparing accurate and professional business correspondence, reinforcing PTR's image in external communications.
• Displaying enthusiasm and professionalism in all forms of communication, reflecting PTR's commitment to excellence.
• A mindset that embraces collaboration, allowing you to readily assist across various business functions as needed, reflecting your commitment to the team's success.
• Proficiency in managing time efficiently, prioritizing tasks, and meeting deadlines is a crucial skill in the fast-paced sales support environment.
• A deep-sted orientation toward customer service underpins your commitment to delivering remarkable customer experiences.

Nice to Have

• Experience with Microsoft Dynamics 365 or PandaDoc, which enhances your ability to navigate and leverage CRM tools and document management systems for efficient data management and sales support.

Employee Benefits

At Premier Truck Rental (PTR), we invest in our people by offering competitive benefits, wellness programs, and growth opportunities designed to support you both professionally and personally.

Wellness & Fitness

Take advantage of our on-site CrossFit-style gym, featuring a full-time personal trainer dedicated to helping you reach your fitness goals. Whether you're interested in group classes, virtual personal training, personalized workout plans, or nutrition coaching, we’ve got you covered.

Exclusive Employee Perks

• PTR Swag & Uniform/Boot Allowance
• On-site Micro-Markets stocked with snacks and essentials
• Discounts on phone plans, supplier vehicles, mobile detailing, tools, and equipment
• Additional partner and vendor discounts

Performance Incentives (Commissions, Bonuses & Profit Sharing)

At PTR, we believe in rewarding success. Certain roles offer commission structures, bonuses, or profit-sharing opportunities based on performance. Incentive eligibility varies by position, so be sure to ask your recruiter about the compensation opportunities available for your role.

Comprehensive Benefits — Starting Day One

• Premium healthcare coverage (medical, dental, vision, mental health & virtual healthcare)
• 401(k) matching and long-term financial planning support
• Paid time off so you can recharge
• Life, accidental death, and disability coverage
• Ongoing learning and development opportunities

Training, Growth & Recognition

We partner with the Predictive Index behavioral assessment tool, which helps identify natural behavioral drives such as dominance, extraversion, patience, and formality. This tool supports hiring decisions, team development, and employee engagement throughout the entire employee lifecycle.

Culture & Connection — More Than Just a Job

At PTR, we don’t just build relationships with our customers—we build them with each other. Our tech-forward, highly collaborative culture is rooted in our core values.

Connect and engage through:

• PTR Field Days & Team Events
• The Extra Mile Recognition Program
• PTR Text Alerts & Open Communication

Employment Classification

Premier Truck Rental hires full-time, part-time, contractor, and intern positions, depending on business needs.

Benefits eligibility varies by employment classification. Contractors, interns, and part-time employees are not eligible for the full-time employee benefits package.

Equal Opportunity Employer

Premier Truck Rental is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law