Rental Coordinator

Southern States TOYOTAlift, Inc.; Orlando, Northern (FL, KY); Hybrid; USD 38,000 - 54,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Paid vacation, personal time, holidays

401(k) with company match

Employee Assistance Program

Job summary

Southern States Material Handling is seeking a highly organized Rental Coordinator to support our rental operations. You will be the primary contact for customers, managing inquiries, agreements, and logistics from inquiry through contract completion.

You’ll coordinate equipment availability, tracking serial numbers and locations, while collaborating with shop staff on repairs and readiness. The role emphasizes exceptional service and teamwork in a fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• 1–2 years in customer service, logistics, or rental operations.
• Forklift or industrial equipment rental experience preferred.

Responsibilities

• 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 rental lifecycle to ensure a positive experience.
• Coordinate with internal departments to ensure successful rental transactions.
• Maintain records of signed rental agreements and coordinate with billing as needed.
• Review rental billing snapshots and verify customer information, approvals, and cancellations.

Skills

Customer service

Communication

Organization

Multitasking

MS Office

Independent work

Initiative

Education

High school diploma or equivalent

Business Administration coursework

Tools

Microsoft Office

Job description

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.
• 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

• Continuously Innovate
• Faithfully Serve
• Incentive programs and service rewards
• Medical, dental, and vision insurance
• Life and disability insurance
• Paid vacation, personal time, and holidays
• 401(k) with company match
• Employee Assistance Program (EAP)
• Health advocacy services
• Ongoing training and professional development
• Employee recognition programs
• Community involvement opportunities

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