Rental Coordinator

Gregory Poole Equipment Company; Raleigh (NC); On-site; USD 40,000 - 55,000; Full time

Job summary

Gregory Poole Equipment Company seeks an Inside Rental Administrator to support NC, SC, and VA with quotes, scheduling, invoicing, and essential administrative duties. The role focuses on customer service, inventory coordination, and accurate recordkeeping using Microsoft Office tools.

The candidate should have a two-year business-related degree or equivalent experience, strong Excel/Word skills, and the ability to manage multiple tasks while maintaining excellent customer relationships.

Qualifications

• Demonstrated ability to handle many duties simultaneously and maintain customer relationships.
• Proficiency with Microsoft Office, especially Excel and Word.
• Experience with office administration, accounting practices, and sales support preferred.

Responsibilities

• Provide rental customers with price quotes, equipment availability, and delivery schedules.
• Coordinate delivery and pickup of rental equipment and monitor schedules for updates.
• Process invoices, purchase orders, and credit applications; assist with billing inquiries.

Skills

Customer service

Communication

Multitasking

Problem solving

Education

Two-year degree in business or related field

High school diploma with 5 years related experience

Tools

Microsoft Office

Excel

Word

Job description

PRIMARY FUNCTION

This position provides major inside rental equipment activities ensuring customers' satisfaction and performing some administrative operational responsibilities for NC, SC, & VA.

ESSENTIAL DUTIES

Customer Service – 30%

• Provides rental customers' price quotes and equipment availability and delivery schedule information.
• Daily monitors equipment rental schedule and immediately contacts customer with any schedule updates, modifications or delivery problems.
• Assists with telephone collection of past due rental payments.

Administrative – 60%

A. Equipment / Inventory

• Maintains current and accurate service records for each unit on Short Term Rental.
• Daily coordinates and optimizes delivery and pickup of rental equipment.
• Serves as a liaison between departments and branches for rental equipment pricing, availability, transportation, and repair.
• Informs sales and rental representatives of rental fleet inventory, activity and rates.
• Monthly report on Overtime and STR.
• Tracking Ottawa transfers, credits, license and titles.
• Track Overtime.

B. Bookkeeping / Invoicing

• Expedites customer credit applications and sets up accounts with the Credit Department in a timely manner.
• Verifies logs, codes and processes billing/invoices.
• Issues, extends and enters purchase orders for outside vendors.
• Occasionally creates correspondence, memos, quotes, records, reports, etc.
• Monthly prepares rental sales.
• Maintains rental files (i.e. rental contracts, certificates of insurance, etc.) and periodically purges and prepares them for storage.
• Invoices rental and leases. Verifies accuracy of each invoice prior to mailing copy to customer.
• Inputs demos, loaner units, and equipment transfers on computer.
• Prepares daily rental and used inventory updates.
• Sets up rentals on preventive maintenance schedule and faxes PM schedule to each branch. Deletes sold lift trucks from PM schedule.
• Codes account payable invoices and enters cost of invoices on system.
• Works with customers on invoice questions or concerns.
• Works with Accounting Department with invoice inquiries on cash application, taxes and general ledgers.
• Issues credit when needed on invoices.
• Prepares monthly RPO report – Tracking Profit & Loss and reports to Salesmen & Sales Manager.
• Assists service managers with accounts in opening and closing work orders related to rental equipment.
• Checks and files exception reports. Resolves discrepancies (work orders still open and rental billings completed).
• Performs assorted clerical duties such as mail distribution, copying, faxing, answering telephones, filing and typing miscellaneous labels, envelopes and scanning.
• End of year property tax reporting for all rental equipment.
• Rental Reports – Utilization, Depreciation, Acquisition to Sales.

Training / Cross Selling – 10%

• Learns the entire Industrial Divisional product lines.
• Learns the general products and services offered by other divisions.
• Learns support departments functions (Accounting, IS, Credit, etc.) and how they best interact with the Industrial Division.
• Attends training courses as deemed appropriate by the Group Leader.

MINIMUM REQUIREMENTS

Education

Two-year degree in business or related field with 2 years specific experience or high school diploma with 5 years of directly related experience. Specific experience includes office administration, accounting practices and sales support.

Work Experience

Requires familiarity with Microsoft Office including proficiency with Excel and working knowledge of Word.

Other

Must be able to handle many duties at once, communicate with and relate to people on all levels, solve problems and maintain excellent customer relationships with both internal and external customers.

Physical

Ability to sit for long periods of time and handle stress and high pressure daily.

This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.

Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.