Rental Coordinator

Kelly; Phoenix (AZ); On-site; USD 3,444,000 - 4,133,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Retirement plan

Holiday pay

Transit spending account

Paid sick leave

Job summary

Kelly is seeking a Rental Coordinator to support rental operations in Phoenix, AZ. The role involves coordinating customers, vendors, transportation, and internal teams; maintaining accurate rental records; supporting billing and collections; and ensuring equipment is inspected, maintained, and prepared for customer use.

This is an on-site, full-time position based in Phoenix. The position emphasizes proactive communication, scheduling, and process improvement across transportation, yard, and

Qualifications

• Strong organizational skills
• Excellent communication abilities
• Attention to detail

Responsibilities

• Communicate professionally with customers and vendors by phone to determine appropriate service requirements.
• Keep customers and sales representatives informed regarding orders, releases, schedules, and service updates.
• Follow up diligently on all orders and equipment releases.
• Coordinate outbound and inbound shipments with the Depot Equipment Coordinator.
• Schedule manpower and communicate daily with the Equipment Coordinator, Depot Manager, and sales team.
• Maintain active relationships with transportation suppliers through regular communication.
• Coordinate equipment transportation activities and promptly notify customers, sales representatives, technicians, and managers of transportation updates.
• Log all outsourced transportation services.
• Assist with technician and subcontractor scheduling and related activities.
• Prepare rental agreements, bills of lading, and job-related purchase orders when needed.
• Maintain records of service activities and close completed jobs on the schedule board.
• Log all project releases and obtain required customer signatures.
• Participate in weekly depot meetings and monthly Rental Coordinator and Accounts Receivable conference calls.
• Serve as the initial contact for Accounts Receivable collections.
• Review and approve customer invoices.
• Contact customers to confirm receipt of invoices and obtain expected payment dates.
• Review vendor invoices to ensure they are complete and properly prepared for payment processing.
• Maintain and update Accounts Payable and Accounts Receivable tracking files.
• Maintain regular communication with third-party suppliers.
• Load and unload equipment in the yard.
• Inspect equipment leaving the yard and verify proper tagging.
• Confirm that the correct bill of lading is completed before equipment leaves the yard.
• Verify that returned equipment matches the original bill of lading.
• Inspect equipment returned from customer sites for damage and report damage and estimated repair costs to the Depot Manager.
• Establish and maintain spare-parts and equipment inventories.
• Maintain trailer inspections and registrations.
• Maintain an active task list for equipment repairs in the yard.
• Schedule operational inspections for all active rental equipment.
• Prioritize and schedule preventive maintenance and repairs for non-active equipment.
• Record equipment maintenance dates in the system.
• Perform quality control reviews related to billing for damaged equipment and missing accessories.
• Assist the Depot Manager in minimizing job-site repair expenses and intra-depot freight costs.
• Maintain accurate records of service activities and close completed jobs on the schedule board.
• Conduct assigned safety inspections in a timely manner, including inspections of the office, warehouse, equipment yard, records, and fire extinguishers.

Job description

Position Summary

The Rental Coordinator supports rental operations by coordinating customers, vendors, transportation providers, equipment, technicians, and internal teams. This role is responsible for maintaining accurate rental records, supporting billing and collections, coordinating equipment movements, and ensuring equipment is properly inspected, maintained, and prepared for customer use.

Location: Phoenix, AZ 85043 - On-site

Pay Rate: $27.00 per hour

Position Summary

The Rental Coordinator supports rental operations by coordinating customers, vendors, transportation providers, equipment, technicians, and internal teams. This role is responsible for maintaining accurate rental records, supporting billing and collections, coordinating equipment movements, and ensuring equipment is properly inspected, maintained, and prepared for customer use.

Key Responsibilities

Rental Coordination and Administration

• Communicate professionally with customers and vendors by phone to determine appropriate service requirements.
• Keep customers and sales representatives informed regarding orders, releases, schedules, and service updates.
• Follow up diligently on all orders and equipment releases.
• Coordinate outbound and inbound shipments with the Depot Equipment Coordinator.
• Schedule manpower and communicate daily with the Equipment Coordinator, Depot Manager, and sales team.
• Maintain active relationships with transportation suppliers through regular communication.
• Coordinate equipment transportation activities and promptly notify customers, sales representatives, technicians, and managers of transportation updates.
• Log all outsourced transportation services.
• Assist with technician and subcontractor scheduling and related activities.
• Prepare rental agreements, bills of lading, and job-related purchase orders when needed.
• Maintain records of service activities and close completed jobs on the schedule board.
• Log all project releases and obtain required customer signatures.
• Participate in weekly depot meetings and monthly Rental Coordinator and Accounts Receivable conference calls.

Accounts Receivable and Accounts Payable

• Serve as the initial contact for Accounts Receivable collections.
• Review and approve customer invoices.
• Contact customers to confirm receipt of invoices and obtain expected payment dates.
• Review vendor invoices to ensure they are complete and properly prepared for payment processing.
• Maintain and update Accounts Payable and Accounts Receivable tracking files.
• Maintain regular communication with third-party suppliers.

Equipment and Yard Responsibilities

• Load and unload equipment in the yard.
• Inspect equipment leaving the yard and verify proper tagging.
• Confirm that the correct bill of lading is completed before equipment leaves the yard.
• Verify that returned equipment matches the original bill of lading.
• Inspect equipment returned from customer sites for damage and report damage and estimated repair costs to the Depot Manager.
• Establish and maintain spare-parts and equipment inventories.
• Maintain trailer inspections and registrations.
• Maintain an active task list for equipment repairs in the yard.

Quality Control and Maintenance

• Schedule operational inspections for all active rental equipment.
• Prioritize and schedule preventive maintenance and repairs for non-active equipment.
• Record equipment maintenance dates in the system.
• Perform quality control reviews related to billing for damaged equipment and missing accessories.
• Assist the Depot Manager in minimizing job‑site repair expenses and intra‑depot freight costs.
• Maintain accurate records of service activities and close completed jobs on the schedule board.
• Conduct assigned safety inspections in a timely manner, including inspections of the office, warehouse, equipment yard, records, and fire extinguishers.

Work Environment

This is an on-site position based in Phoenix, Arizona. The role involves office administration, customer and vendor communication, equipment coordination, and hands‑on work in the equipment yard.

As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work‑related resources. Please note: The following benefits reflect Kelly's general offerings. Eligibility may vary by assignment, location, and job type. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short‑term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.

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About Kelly

Work changes everything. And at Kelly, we’re obsessed with where it can take you. To us, it’s about more than simply accepting your next job opportunity. It’s the fuel that powers every next step of your life. It’s the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life-just ask the 300,000 people we employ each year.

Kelly is committed to providing equal employment opportunities to all qualified employees and applicants regardless of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or any other legally protected status, and we take affirmative action to recruit, employ, and advance qualified individuals with disabilities and protected veterans in the workforce. Requests for accommodation related to our application process can be directed to the Kelly Human Resource Knowledge Center. Kelly complies with the requirements of California’s state and local Fair Chance laws. A conviction does not automatically bar individuals from employment. Kelly participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

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