Rental Coordinator

Medley Material Handling Company; Oklahoma; On-site; USD 42,000 - 60,000; Full time

Job summary

Medley Material Handling Company is seeking a Branch Rental Coordinator to manage daily rental equipment operations at the Oklahoma branch. You will assign and schedule rentals, liaise with customers, and support the service and sales teams to maximize utilization and profitability.

The role requires strong organizational and communication skills, experience with rental processes, and ability to coordinate with freight carriers and vendors.

Qualifications

• High School Diploma or equivalent is required.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong written and verbal communication skills are essential.

Responsibilities

• Coordinate delivery and pickup of rental equipment.
• Serve as primary contact for vendors and internal staff.
• Coordinate out-of-state shipments with freight carriers.
• Respond to rental inquiries and prepare quotes.
• Open and close rental orders and invoices.
• Prepare and follow up on rental quotes and agreements.
• Inspect contracts and ensure attachments are returned.
• Maintain rental board and ensure readiness for delivery.
• Assist with customer billing issues as needed.

Skills

Listening

Negotiation

Communication

Computer skills

Attention to detail

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Job Description

Job title

Branch Rental Coordinator

Reports to

Branch Manager

FLSA Status

Non-Exempt

Workers’ Comp Status

Machinery Dealer NOC (Code 8107)

Job purpose

Coordinate daily activities of the equipment rental fleet at the branch. Assign and schedule rental equipment to maximize utilization and profitability, while ensuring that customer’s expectations are consistently and satisfactorily met. The rental coordinator gathers information and answer questions regarding equipment availability and specifications. This position has a close working relationship with the branch manager, the service, and sales teams.

Duties and responsibilities

• Assign and schedule equipment delivery and pickup
• Serve as a point of contact for vendors and internal personnel for all equipment needs
• Work with outside freight carriers for out of state shipments
• Receive phone calls for rental equipment
• Place orders for any re-rents from outside vendors
• Prepare and follow up on rental quotes
• Open and close invoice rental orders
• Initiate rental orders and generate/distribute shippers
• Inspect contract/documents to ensure that all attachments (forks, LP tank, attachments, etc.) are returned at check in
• Review documents to ensure damages are billed to customer if appropriate (coordinate through service department)
• Maintain rental board
• Ensure rentals are ready to go per customer’s delivery request
• Help credit department with customer billing issues
• Enter hour meter readings in the system on rental contracts
• Manage hour meter readings on long term rentals
• Advise customers on use and care of equipment
• Reserve equipment for requested times and keep accurate records of equipment rented
• Generate work orders for equipment repairs
• Performs other duties as assigned

Qualifications

Education and/or experience

• High School Diploma or equivalent

Knowledge

• Microsoft Office Suite (Excel, Word, Powerpoint, and Outlook)
• Mathematics
• Specification of current equipment
• Mechanical
• Equip Soft program (not required)

Skills

• Good listening skills
• Good negotiation skills
• Excellent verbal and writing communication skills
• Good computer skills
• Attention to detail skills

Abilities

• Demonstrate customer service orientation
• Ability to organize and manage multiple priorities
• Create purchase order
• Resolve customer issues
• Write contracts
• Work under pressure
• Work in fast pace environment

Other characteristics such as personal characteristics

• Commitment to company vision and mission
• Self-motivator

Travel

There is no travel requirement

Working environment and Physical demands

The work environment characteristics described here representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working environment

While performing this duty, the employee will be exposed to the usual moderate (general office area) noise level. However, the employee can be exposed to noisier shop environments. When performing the duties of this job, it is a requirement to wear Personal Protective Equipment whenever necessary.

Physical requirements

While performing this duty, the employee will required to sit long period of time, frequently walk, talk, and listen. The employee is required to frequently use hands to fingers, handle, feel objects, or controls, including products we rent, computer, and other office equipment. The employee must often stand, walk, lift, and/or move up to 5 pounds. Appropriate material handling equipment should be used to lift or move items that are heavy or bulky. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Other Duties