Rental Coordinator (Level I, II, III)

Mobile Air & Power Rentals; SOUTH PLAINFIELD (NJ); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Health, Vision, and Dental Insurance

401k with company match

Paid time off (vacation, sick, and hol

Career development

Employee discount programs

Job summary

Mobile Air & Power Rentals in New Jersey seeks a detail-oriented contracts coordinator to support day-to-day contract management from order entry to final invoicing and payment receipt.

You will maintain customer relationships, process purchase orders, and ensure documentation accuracy using our ERP system and Infor reporting tools. The role requires strong communication and multitasking across Sales, Operations, and Finance to keep projects on track.

Qualifications

• Strong written and verbal communication skills.
• Experience with ERP systems is a plus.
• Ability to manage multiple projects simultaneously with tact and persistence.
• Proficiency in MS Office (Word, Excel, Outlook, SharePoint).
• Experience collaborating with Sales, Operations, and Finance is beneficial.

Responsibilities

• Handle day-to-day contract management from order entry to final invoicing and payment receipt.
• Maintain customer relationships and ensure timely credits and invoicing.
• Process purchase orders and documentation for subcontractor requirements.
• Use ERP reporting to manage contracts and invoicing efficiently.
• Monitor never-bills and extensions using Infor reporting.
• Coordinate with Sales and Operations to review open contracts and status.
• Verify invoices with customers via email or phone and ensure portal uploads.
• Provide customers accurate reports and documentation for billing purposes.
• Perform other duties as assigned by supervisor.

Skills

Excellent communication

Customer service

MS Office proficiency

ERP experience

Attention to detail

Education

High school diploma or equivalent

Associate degree preferred

Tools

MS Office Suite

Job description

About Mobile Air & Power Rentals

Mobile Air provides temporary cooling, heating, dehumidification, and power solutions. With our rental portable air conditioners, cooling towers, chillers, heaters, dehumidifiers, generators, and power distribution, we can cover all power and HVAC rental needs nationwide. We provide solutions that help people save time and money by renting the equipment that builds our communities, improve businesses, and helps create memories at special events. If you have a passion for helping others, then join a $65 billion industry that reflects today’s sharing world by creating experiences that change communities—and lives.

About Mobile Air & Power Rentals

Mobile Air provides temporary cooling, heating, dehumidification, and power solutions. With our rental portable air conditioners, cooling towers, chillers, heaters, dehumidifiers, generators, and power distribution, we can cover all power and HVAC rental needs nationwide. We provide solutions that help people save time and money by renting the equipment that builds our communities, improve businesses, and helps create memories at special events. If you have a passion for helping others, then join a $65 billion industry that reflects today’s sharing world by creating experiences that change communities—and lives.

Discover your purpose – work in rental!

Position Overview

Under minimal supervision, this position supports the accomplishment of the day-to-day contract management requirements of the branch business including all facets of the business from order entry to final job execution and receipt of customer payment.

Job Duties/Responsibilities

• Responsible for day-to-day contract management to ensure contracts are being entered timely, accurately, and with proper documentation, ensures customer invoices are being issued in the same manner


• Manages customer relationships including compliance and timely issuance of credits due to and from Mobile Air


• Manages purchase order requests and documentation associated with all subcontractor requirements for re-rent, labor and freight


• Utilizes ERP system reporting to ensure the management of contracts and invoicing is performed efficiently and accurately


• Use Infor reporting to monitor never bills and extensions


• Coordinates with Sales and Operations on a regular scheduled basis to review open contracts and their status and discuss any relevant issues


• Verify with the customer via email or phone, that invoice has been received by the proper party or invoice has been uploaded to any customer portal that is required


• Provides customers accurate reporting and documentation on behalf of Mobile Air and the customer for billing purposes


• Any other duties as assigned by supervisor

Education/Skill Requirements

• Associate degree preferred, high school diploma or equivalent required


• Three to five years of relevant work experience is preferred


• Must possess the ability to simultaneously handle a large and diverse number of projects, tasks and issues with tact, cooperation, and persistence


• Experience and/or basic project accounting and financial principles is desired


• Must have proficient computer skills and experience with MS Office Suite or related software, including Word, Excel, Outlook, and SharePoint


• Must possess excellent communication skills via phone, email, and in person, will be working with customers, Sales, Operations, Technicians, Finance and other outside parties


• Ability to work additional hours as needed during peak season

Benefits

• Competitive hourly pay


• Quarterly bonus!


• Health, Vision, and Dental Insurance


• Life Insurance


• 401k with company match


• Paid time off (vacation, sick, holidays)


• Career development


• Employee discount programs