Rental Coordinator

Cashman Equipment Co.; Phoenix, Northern (AZ, KY); Hybrid; USD 46,000 - 54,000; Full time

Job summary

Empire Southwest in Phoenix is seeking a Rental Coordinator to process machine rentals from initial customer request to final billing, maintain inventory records, and promote rental equipment through constant customer contact.

The role requires on-call rotation, strong Caterpillar product knowledge, experience in rental and billing, and proficiency with DBS, Excel and Word. You will coordinate with Sales and Rental Managers to ensure accuracy and timely service.

Qualifications

• Proof of HS diploma or GED.
• English communication proficiency.
• 24 months minimum experience in Rental Industry or EM Rental.
• In-depth knowledge of Caterpillar product line.
• Proficiency in DBS, MS Excel and MS Word.
• Ability to perform clerical tasks and type at least 30 WPM.

Responsibilities

• Assists in purchase of new equipment.
• Know Empire’s product.
• Maintains inventory records of rental equipment.
• Generates and distributes all customer rental charges and handles billing complaints.
• Works safely and follows safety policies.
• Adheres to company policies, procedures and standards.
• Maintains communication with Sales and Rental Managers and customers.
• Takes after-hours responsibility when needed and coordinates with team.

Skills

Interpersonal skills

Caterpillar product knowledge

Rental/lease agreements knowledge

Familiarity with rental customers

Math skills

Attendance

Education

High school diploma or GED

Tools

DBS

MS Excel

MS Word

Job description

Posted Thursday, September 3, 2026 at 10:00 AM

JOB DETAILS:

Shift

1st/Day Shift

Location

In-Office

Schedule

Work schedule to be provided by leader.

Salary Range

$22.34 - $26.18 Per Hour

JOB SUMMARY

Process machine rentals from initial customer request to final billing. Maintain inventory records of machine status and location of machines. Promote rental equipment through constant customer contact. Assist Account Managers and Rental Territory Managers with their assigned accounts, helping to realize customer satisfaction and astonishment. On call rotation is required.

ESSENTIAL FUNCTIONS

• Assists in purchase of new equipment.
• Know Empire’s product.
• Maintains inventory records of machines that are under the jurisdiction of the rental department (rental, used, x-fleet, new coming to rental, etc.).
• Generates and distributes all customer rental charges including days rented, tire wear, transportation, abuse and neglect, and overtime. Handles customer-billing complaints.
• Works safely at all times.
• Adheres to all applicable safety policies. Complies with all company policies, procedures, and standards.

ADDITIONAL RESPONSIBILITIES

• Maintains open communication with Sales Account Managers, Rental Territory Managers, and customers.
• Process rental through direct contact with customer or Empire facilitator.
• Takes after hours responsibility whenever needed. Perform other duties as assigned by the supervisor.
• Maintains a record of all phone calls through extensive use of phone logs provided by Rental Department.
• Maintains correct levels of inventory in attachment items for usage on current rental models.
• Dispatches Empire owned transport trucks for pickup and delivery of Empire or customer owned machines.
• Assumes overall leadership and responsibility for performance of coordinator desk and coordinator position in general.
• Works within and promotes corporate values.

KNOWLEDGE SKILLS AND ABILITIES

• Must have interpersonal skills to cooperatively direct people and expedite machinery rental, lease, demonstration, and sales transactions.
• Must have in-depth and thorough product knowledge of the Caterpillar product line including model designations and equipment applications.
• Must have in-depth and thorough familiarity with rental/lease agreements, rental/lease billings as well as tire reports, damage reports, and purchase option agreements.
• Must have at least awareness if not relationships with rental customers and their operations.
• Must have sufficient math skills to calculate rates and rental amounts.
• Ability to maintain consistent attendance.

EDUCATION AND EXPERIENCE

• Proof of high school diploma or General Education Degree (GED).
• Must be able to communicate (speak, read, comprehend, write) in English.
• 24 months minimum experience in Rental Industry or EM Rental.
• In-depth and extensive knowledge of the Caterpillar product line.
• Proficiency in DBS, Microsoft Excel, and Microsoft Word.
• Ability to perform clerical skills and type at least 30 words per minute.

PHYSICAL DEMANDS

The physical demands described here are 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.

• While performing the duties of this job, the employee is regularly required to sit, use hands and talk or hear.
• The employee frequently is required to stand; walk; reach with hands and arms; climb or balance; and stoop and kneel.
• The employee is occasionally required to lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision.
• If on an occasional basis, employees perform duties that Empire in good faith believes could affect the safety or health of the employee performing the task or others, then their role would be classified as working in a Safety‑Sensitive Position.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts; high, precarious places; and outside weather conditions.
• The employee is occasionally exposed to wet and/or humid conditions, extreme cold, and extreme heat.
• The noise level in the work environment is usually office moderate.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. The roles and objectives of this job do not include setting corporate policy and does not constitute a managing agent of the company.

Empire Southwest is an equal opportunity employer. We evaluate applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. The “Know Your Rights” Poster is available here:

The pay transparency policy is available here:

Empire is committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please call us at 702-633-4545 or email us [e-mail] and let us know the nature of your request and your contact information.

Empire Southwest is an EEO employer.

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