Rental Coordinator

Socket.dev; Hope Mills (NC); On-site; USD 42,000 - 64,000; Full time

Job summary

Gregory Poole Equipment Company in North Carolina is seeking a Rental Coordinator to support daily rental operations across NC, SC, and VA, coordinating equipment availability, scheduling, and billing while liaising with sales, service, transportation, and support teams.

This role emphasizes accurate transactions, customer satisfaction, and cross-functional collaboration, with a background in office administration and strong organizational skills.

Qualifications

• High School diploma is required; Associate degree in business or related field preferred.
• 2-5+ years directly related experience.
• Experience in office administration, accounting practices, and sales support.

Responsibilities

• Coordinate daily rental activities including equipment availability, scheduling, deliveries, pickups, transfers, and customer requirements across assigned locations.
• Monitor rental schedules and proactively communicate changes to customers and internal teams.
• Support efficient utilization of rental fleet by coordinating equipment movement and maintenance needs.
• Process rental documentation including contracts, certificates of insurance, and billing adjustments.
• Review and prepare rental invoices, purchase orders, credits, and ensure accuracy.
• Maintain accurate equipment records including service history and inventory activity.
• Collaborate with branch teams, service departments, sales, transportation, and support functions.
• Develop knowledge of company products and rental offerings to provide effective operational support.

Education

High School diploma; Associate degree preferred

Job description

Primary Function

The Rental Coordinator supports daily rental operations by managing customer rental activities, equipment availability, scheduling, billing processes, and administrative functions across NC, SC, and VA locations. The role serves as a key liaison between customers, sales teams, service departments, transportation teams, and internal support functions to ensure efficient equipment utilization, accurate transactions, and a high level of customer satisfaction.

Essential Duties

Rental Operations Coordination

• Coordinate daily rental activities including equipment availability, scheduling, deliveries, pickups, transfers, and customer requirements across assigned locations
• Monitor rental schedules and proactively communicates changes, delays, or equipment issues to customers and internal teams
• Support efficient utilization of rental fleet by coordinating equipment movement, maintenance needs, and availability updates
• Serve as a resource to sales and rental teams regarding fleet inventory, rental rates, and equipment status

Customer Service and Relationship Management

• Provide rental customers with pricing information, equipment availability, delivery timelines, and general rental support
• Respond to customer questions and concerns related to rental agreements, invoices, equipment, and service needs
• Assist with past due account follow-up and partners with internal teams to address customer account concerns
• Build positive customer relationships through timely communication and effective problem resolution

Rental Administration and Financial Support

• Process rental documentation including contracts, certificates of insurance, customer records, and equipment transactions
• Review and prepare rental invoices, purchase orders, credits, and billing adjustments while ensuring accuracy and compliance
• Collaborate with Credit and Accounting teams to resolve invoice questions, payment issues, tax inquiries, and account discrepancies
• Maintain accurate records and completes required rental reports, including utilization, sales, profitability, and fleet activity reporting

Equipment Inventory and Reporting Management

• Maintain accurate equipment records including service history, inventory activity, transfers, and preventive maintenance schedules
• Track rental equipment movement, acquisitions, sales, and fleet changes to support operational reporting
• Prepare recurring reports and analyzes rental activity, overtime, utilization, and financial performance metrics
• Support year-end reporting requirements related to rental equipment assets

Cross-Functional Collaboration and Development

• Collaborate with branch teams, service departments, transportation, sales, and support functions to coordinate rental operations
• Develop knowledge of company products, rental offerings, and internal processes to provide effective operational support
• Participate in training and continuous learning opportunities to enhance product knowledge and job effectiveness

Minimum Requirements

Education

High School diploma; Associate degree in business or related field preferred.

Work Experience

• 2-5+ years directly related experience.
• Experience in office administration, accounting practices, and sales support.

Physical

• Ability to sit for long periods of time.
• Ability to handle stress and high pressure daily.

Other

• Must be able to handle many duties at once.
• Communicate with and relate to people on all levels.
• Solve problems, and maintain excellent customer relationships with both internal and external customers.

Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.