Rental Coordinator

southernstatesmh

Orlando (FL)

On-site

USD 42,000 - 56,000

Full time

14 days+

Application generator

Get a reply from this employer — a resume and cover letter tailored to exactly what they’re hiring for.

Get past ATS filters

Job summary

Southern States Material Handling is seeking a highly organized Rental Coordinator to support our forklift and equipment rental operations. You will serve as the primary contact for customers, process rental agreements, coordinate availability, and ensure a positive customer experience from inquiry through contract completion.

This in-office role emphasizes strong communication, multitasking, and attention to detail as you track equipment, support sales, and collaborate with billing and shop

Qualifications

High school diploma or equivalent required.
Additional coursework in Business Administration is preferred.
1–2 years of experience in customer service, logistics, rental operations, or a related field.
Previous forklift or industrial equipment rental experience is highly desirable.
Demonstrated professionalism, integrity, and ability to maintain confidentiality.

Responsibilities

Serve as the primary contact for customers regarding equipment rental inquiries and transactions.
Process rental agreements, contracts, quotes, and related documentation.
Coordinate equipment deliveries and communicate rental schedules.
Maintain accurate records of signed rental agreements and collaborate with billing personnel as needed.
Support rental department growth through outbound customer outreach and lead generation efforts.
Deliver customer reports and fleet status updates.

Skills

Communication skills

Customer service

Organizational skills

Attention to detail

Multitasking

Microsoft Office

Independent work

Self-starter

Adaptability

Education

High school diploma or equivalent

Business Administration coursework preferred

Tools

Microsoft Office

Job description

Rental Coordinator

Schedule: Monday through Friday, 7:30 AM to 4:30 PM
FLSA Status: Non-Exempt
Work Environment: In-Office
Reports To: Rental Manager

Join a Leading Material Handling Solutions Provider

Southern States Material Handling (SSMH) is seeking a highly organized, customer-focused Rental Coordinator to support our growing rental operations. This role is ideal for someone who enjoys working in a fast-paced environment, thrives on building customer relationships, and excels at coordinating logistics and administrative processes.

As the Rental Coordinator, you will serve as the primary point of contact for customers throughout the forklift and equipment rental process. You will help manage rental agreements, coordinate equipment availability, support business development efforts, and ensure an exceptional customer experience from inquiry through contract completion.

What You'll Do

Customer & Rental Operations

Serve as the primary contact for customers regarding equipment rental inquiries and transactions.
Process rental agreements, contracts, quotes, and related documentation.
Support customers throughout the entire rental lifecycle while ensuring a positive customer experience.
Coordinate with internal departments to ensure successful completion of rental transactions.
Maintain accurate records of signed rental agreements and collaborate with billing personnel as needed.
Review rental billing snapshots and verify customer information, approvals, and cancellations.

Equipment & Inventory Coordination

Track and reconcile rental equipment availability, serial numbers, and physical locations across branches.
Coordinate equipment deliveries and communicate rental schedules.
Work closely with shop personnel regarding repair status, maintenance needs, and equipment readiness.
Monitor fleet availability and help ensure equipment is rental-ready.

Business Development & Sales Support

Support rental department growth through outbound customer outreach and lead generation efforts.
Conduct cold-calling activities and follow up on marketing-generated leads.
Develop relationships with existing and prospective customers.
Assist sales teams by providing updates on rental agreements and equipment status.
Maintain product knowledge of forklifts, attachments, batteries, and value-added services.

Administrative & Customer Support

Assist with courtesy collections efforts for past-due rental invoices before escalation to the accounting department.
Notify customers of non-compliance issues related to rental agreements and maintenance obligations.
Provide customer reporting and fleet status updates.
Support continuous improvement initiatives and departmental tracking activities.
Deliver exceptional customer service to both internal and external stakeholders.

Safety & Company Culture

Promote and demonstrate company values, safety practices, and ethical business conduct.
Participate in compliance activities and policy adherence initiatives.
Support a positive, team-oriented work environment.
Perform additional duties as assigned to support organizational goals.

Qualifications

Required Skills

Strong written, verbal, and interpersonal communication skills.
Excellent customer service skills.
Strong organizational, time management, and multitasking abilities.
High attention to detail and accuracy.
Strong analytical and problem-solving skills.
Proficiency with Microsoft Office applications.
Ability to work independently with minimal supervision.
Self-starter with a high level of accountability and initiative.
Ability to learn quickly and adapt in a dynamic environment.

Preferred Skills

Experience with order entry, inventory management, or rental software.
Bilingual English/Spanish communication skills.
Familiarity with industrial equipment rental operations.

Education & Experience

High school diploma or equivalent required.
Additional coursework in Business Administration is preferred.
1 to 2 years of experience in customer service, logistics, rental operations, or a related field.
Previous forklift or industrial equipment rental experience is highly desirable.
Demonstrated professionalism, integrity, and ability to maintain confidentiality.

Physical & Work Environment Requirements

Primarily office-based position with extensive computer use.
Occasional visits to warehouse, shop, and equipment staging areas.
Ability to lift up to 20 pounds.
Occasional operation of a forklift and movement of equipment-related materials may be required.
PPE and safety footwear may be required in designated work areas.

Why Join Southern States Material Handling?

For over 70 years, Southern States Material Handling has been a trusted leader in material handling solutions throughout Florida and Central Georgia. As a premier provider of Toyota Forklifts and Raymond Forklifts, we deliver innovative solutions that improve our customers' productivity, safety, and profitability.

Our Mission

To sustain continuous profitable growth by providing the best customer experience.

Our Vision

To be the most successful and respected material handling solution provider.

Our Values