Rental Coordinator

Griffin Fluid Management; Houston (TX); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Competitive compensation package

Health, dental, and vision insurance

Health Savings Account (HSA)

Short- & Long-Term DisabilityInsurance

401k with company match

Paid Time Off & Company Holidays

Job summary

Griffin Fluid Management in Houston, TX, is hiring a Rental Coordinator to support the rental team in-office. The role focuses on incoming calls, rental contract generation, and equipment maintenance within ERP, reporting to the Branch Manager.

You will coordinate equipment availability, maintain logs, and collaborate with service and sales to ensure accurate billing and timely deliveries. Strong organizational and communication skills are essential.

Qualifications

• Experience in sales or customer service environment is preferred.
• Strong written and verbal communication skills.
• Ability to self-organize and work independently.

Responsibilities

• Monitors rental equipment to maximize utilization with branch management.
• Manage start/stop dates on rental contracts and update ERP hours.
• Coordinate equipment availability and status; maintain utilization spreadsheets.
• Communicate with Service Department daily regarding availability and repair status.
• Generate repair orders and communicate with customers on repair bills.
• Oversee purchase orders for sub-rentals and freight.
• Coordinate and track rental drivers for deliveries and pickups.
• Create and manage rental agreements to completion.
• Obtain current certificates of insurance from customers and maintain records.

Skills

Customer service

Communication

Phone etiquette

Organizational skills

Data entry

Education

High School Diploma or Equivalent

Tools

Microsoft Word

Excel

ERP system

Job description

Rental Coordinator: Full time, Non-Exempt

In-Office Position

Reporting to: Branch Manager

Founded in 1934 and based in Houston, Texas. Griffin Fluid Management is an industry leader in dewatering and groundwater control and fluid management, specialized pump rental, pipeline hydro testing, water treatment, and temporary pumping solutions. Renowned for our expertise, we cater to large civil, infrastructure, industrial, power, and commercial construction projects. Griffin excels in providing distinctive design, engineering, permitting, and system installation services, complemented by an extensive fleet of specialized pumps and equipment.

We are guided by an unwavering commitment to our core values and through a culture of continual process improvement, leading to our profitable growth. We recognize that our past and future success heavily relies on the efforts of our empowered, knowledgeable, experienced, dedicated, and valued employees. We constantly strive to build lasting relationships with our clients and stakeholders through integrity, respect, and performance, providing a solid foundation for all our projects.

Job Overview

Supports the overall rental effort with a focus on incoming calls, rental contract generation and rental equipment maintenance.

Key Responsibilities

• Monitors rental equipment to maximize utilization in cooperation with branch management
• Responsible start and stop dates on all rental contracts
• Maintains equipment hours within ERP
• Coordinates equipment availability and status
• Maintains utilization spreadsheet to report accurate equipment availability
• Communicates with Service Department daily regarding equipment availability and repair status
• Generates repair orders and communicates with customers on repair bills.

Oversees purchase orders for sub-rentals and freight

• Coordinates and tracks rental drivers for deliveries and pickups of equipment while maintaining an accurate rental log
• Creates and manages rental agreements to completion
• Obtains current certificates of insurance from customers
• Maintains current insurance for all customers and files accordingly
• Arranges service maintenance for rental equipment.
• Reviews all reports related to rental contracts in coordination with the branch manager
• Works in partnership with service and sales departments for any post rental charges
• Responsible for adding rental item codes to ERP
• Transfer small equipment from Sales to Rental fleet
• Assisting AP with any discrepancies they may find in the sub-rental invoices
• Oversees the proper receiving of RPO/CVO fleet in ERP system
• Works with the Fleet Manager gathering information and answering questions regarding equipment availability and specifications
• Communicates with other locations on branch-to-branch equipment moves and tracking
• Assists with creating rental reports for customers as requested
• Performs other related duties as assigned by management
• Maintains and reviews all paperwork on deliveries and shipments
• Initiates repair orders on all returned rental equipment
• Document any damaged equipment as advised by service team
• Assists with parts inventory management as needed by service team
• Purchases and receives parts on behalf of the service team
• Keeps records of all branch level test certifications
• Any other duties assigned that contribute to the overall team effort

Requirements

• High School Diploma or Equivalent required
• Previous experience in a sales or customer service environment
• Ability to build rapport with staff and customers
• Professional phone demeanor
• Strong written/oral communication skills
• Ability to self-organize and work independently
• Intermediate computer skills required (Microsoft Word, Excel, data entry)

Physical Demands

• Ability to occasionally push/pull up to 50lbs
• Adequate hearing and vision abilities
• Ability to tolerate prolonged sitting and/or standing

Benefits

• Competitive compensation package
• Health, dental, and vision insurance
• Health Savings Account (HSA)
• Short- & Long-Term Disability Insurance
• 401k with company match
• Paid Time Off & Company Holidays