Rental Coordinator (Level I, II, III)

Mobile Air & Power Rentals; Menomonee Falls (WI); On-site; USD 30,000 - 41,000; Full time

Benefits offered by this job

Quarterly bonus

Health Insurance

Vision Insurance

Dental Insurance

Life Insurance

401k with company match

Paid time off

Career development

Employee discounts

Job summary

Mobile Air & Power Rentals is seeking a detail-oriented Contract Administrator to support day-to-day contract management from entry through invoicing. You will manage customer relationships, coordinate with Sales and Operations, and ensure timely billing and documentation.

The role requires 3–5 years of relevant experience, strong communication skills, and proficiency with ERP systems and MS Office. A flexible, team-oriented mindset is essential for peak seasons and growth opportunities within

Qualifications

• Associate degree preferred or equivalent; HS diploma accepted as alternative.
• 3–5 years of relevant contract management experience preferred.
• Strong communication with customers and interdepartmental teams.

Responsibilities

• Manage day-to-day contract management from entry to invoicing with accurate documentation.
• Maintain customer relationships and issue credits promptly.
• Handle purchase order requests for subcontractors, labor, and freight.
• Use ERP reporting to track contracts and invoicing.
• Coordinate with Sales and Operations to review open contracts.
• Confirm invoices are received and uploaded to customer portals.
• Provide accurate reporting and documentation for billing.
• Perform additional duties as assigned.

Skills

Contract management

Customer relations

ERP reporting

Invoicing

MS Office / SharePoint

Communication skills

Time management

Peak season flexibility

Education

Associate degree preferred

High school diploma or equivalent

Tools

Infor ERP

SharePoint

MS Office

Job description

About Mobile Air & Power Rentals

Mobile Air provides temporary cooling, heating, dehumidification, and power solutions. With our rental portable air conditioners, cooling towers, chillers, heaters, dehumidifiers, generators, and power distribution, we can cover all power and HVAC rental needs nationwide. We provide solutions that help people save time and money by renting the equipment that builds our communities, improve businesses, and helps create memories at special events. If you have a passion for helping others, then join a $65 billion industry that reflects today’s sharing world by creating experiences that change communities—and lives.

Discover your purpose - work in rental!

Position Overview

Under minimal supervision, this position supports the accomplishment of the day-to-day contract management requirements of the branch business including all facets of the business from order entry to final job execution and receipt of customer payment.

Job Duties/Responsibilities

• Responsible for day-to-day contract management to ensure contracts are being entered timely, accurately, and with proper documentation, ensures customer invoices are being issued in the same manner
• Manages customer relationships including compliance and timely issuance of credits due to and from Mobile Air
• Manages purchase order requests and documentation associated with all subcontractor requirements for re-rent, labor and freight
• Utilizes ERP system reporting to ensure the management of contracts and invoicing is performed efficiently and accurately
• Use Infor reporting to monitor never bills and extensions
• Coordinates with Sales and Operations on a regular scheduled basis to review open contracts and their status and discuss any relevant issues
• Verify with the customer via email or phone, that invoice has been received by the proper party or invoice has been uploaded to any customer portal that is required
• Provides customers accurate reporting and documentation on behalf of Mobile Air and the customer for billing purposes
• Any other duties as assigned by supervisor

Education/Skill Requirements

• Associate degree preferred, high school diploma or equivalent required
• Three to five years of relevant work experience is preferred
• Must possess the ability to simultaneously handle a large and diverse number of projects, tasks and issues with tact, cooperation, and persistence
• Experience and/or basic project accounting and financial principles is desired
• Must have proficient computer skills and experience with MS Office Suite or related software, including Word, Excel, Outlook, and SharePoint
• Must possess excellent communication skills via phone, email, and in person, will be working with customers, Sales, Operations, Technicians, Finance and other outside parties
• Ability to work additional hours as needed during peak season

Benefits

• Competitive hourly pay
• Quarterly bonus!
• Health, Vision, and Dental Insurance
• Life Insurance
• 401k with company match
• Paid time off (vacation, sick, holidays)
• Career development
• Employee discount programs