Rental Coordinator

Tellus Equipment Solutions; San Antonio (TX); On-site; USD 25,000 - 33,000; Full time

Job summary

Tellus Equipment Solutions is seeking a Rental Coordinator in San Antonio, TX to ensure equipment availability, timely delivery, and accurate contract/billing records. You will support rental customers, drivers, and yard teams to keep the fleet organized and profitable.

The role requires 1+ years in customer service or rental logistics, familiarity with equipment, and strong computer skills. Office, rental counter, and yard duties apply in a fast-paced environment.

Qualifications

• 1+ years of experience in customer service, sales, logistics, or the rental industry.
• Familiarity with compact construction equipment.
• Strong computer literacy with common office and rental software.
• Excellent communication, multi-tasking, organization, and problem-solving abilities.
• Ability to coordinate with Sales, Service, yard, and delivery personnel.

Responsibilities

• Greet walk-in and call-in customers and respond to inquiries by phone and email.
• Provide equipment rental quotes, explain specifications and rates, and help customers select the right machinery for their project.
• Support outside sales representatives by retaining existing accounts and building relationships with new customers.
• Process rental reservations, quotes, and contracts using company operating systems and rental management software.
• Manage on-rent, off-rent, extensions, exchanges, and final contract close-outs.
• Monitor rental periods to prevent unauthorized or unnecessary charges.
• Coordinate equipment deliveries and pickups by dispatching drivers and setting clear timeframes with customers.
• Source external vendor rentals when internal fleet inventory is unavailable.
• Communicate daily with shop and yard teams to ensure returned equipment is inspected, cleaned, and rental-ready.
• Track maintenance needs, safety inspections, and breakdown repairs with service personnel.
• Maintain accurate records of equipment locations, utilization rates, status updates, and files.
• Review invoices, resolve billing and damage-fee discrepancies, and assist with basic cost analysis and reporting.
• Adhere to all Tellus Equipment Solutions policies, procedures, safety requirements, and business practices.
• Perform other duties as assigned.

Skills

Customer service

Sales

Logistics

Equipment rental

Education

High school diploma

Post-secondary education in business, logistics, or administration

Tools

G Suite

Microsoft Office

Rental management software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Corp - Texas Full Time Clerical San Antonio, TX, US

EMPLOYMENT TYPE

Full-time

REPORTS TO

Rental Operations Manager

DEPARTMENT

Rental

FLSA

Non-exempt

The Rental Coordinator ensures that the right equipment is available, functional, and delivered to the job site on time while accurately tracking contracts, billing, and fleet utilization. This role supports rental customers, outside sales representatives, drivers, and the shop and yard teams to keep the rental fleet organized, profitable, and customer-ready.

SUMMARY OF RESPONSIBILITIES

• Greet walk-in and call-in customers and respond to inquiries by phone and email.
• Provide equipment rental quotes, explain specifications and rates, and help customers select the right machinery for their project.
• Support outside sales representatives by retaining existing accounts and building relationships with new customers.

Order & Contract Management

• Process rental reservations, quotes, and contracts using company operating systems and rental management software.
• Manage on-rent, off-rent, extensions, exchanges, and final contract close-outs.
• Monitor rental periods to prevent unauthorized or unnecessary charges.

Logistics & Dispatch

• Coordinate equipment deliveries and pickups by dispatching drivers and setting clear timeframes with customers.
• Source external vendor rentals when internal fleet inventory is unavailable.

Fleet & Yard Coordination

• Communicate daily with shop and yard teams to ensure returned equipment is inspected, cleaned, and rental-ready.
• Track maintenance needs, safety inspections, and breakdown repairs with service personnel.
• Maintain accurate records of equipment locations, utilization rates, status updates, and paper and digital files.
• Review invoices, resolve billing and damage-fee discrepancies, and assist with basic cost analysis and reporting.
• Adhere to all Tellus Equipment Solutions policies, procedures, safety requirements, and business practices.
• Perform other duties as assigned.

KEY QUALIFICATIONS & COMPETENCIES

• 1+ years of experience in customer service, sales, logistics, or the construction or equipment rental industry.
• Familiarity with compact construction equipment.
• Strong computer literacy, including G Suite, Microsoft Office, or specialized rental management software.
• Excellent communication, multi-tasking, organization, and problem-solving abilities.
• Ability to work effectively in a team environment and coordinate with Sales, Service, yard, and delivery personnel.

EDUCATION & CERTIFICATIONS

• High school diploma or equivalent required.
• Post-secondary education in business, logistics, or administration preferred.

SCHEDULE REQUIREMENTS

• Ability and willingness to work some Saturdays and additional hours as business needs require.

PHYSICAL REQUIREMENTS

• Ability to safely lift and move items weighing up to 25 pounds.
• Frequent sitting, standing, walking, and operating a computer and phone system.

WORKING CONDITIONS

The work environment and physical demands described here are representative of those encountered while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed in office, rental counter, and rental yard environments.
• May be exposed to equipment, moving mechanical parts, noise, dust, heat, weather, and other conditions typical of an equipment rental and dealership operation.