Rental Coordinator
Sonsray Connect & Grow
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Benefits offered by this job
Job summary
Sonsray Machinery in Santa Fe Springs, CA is seeking a highly organized Rental & Sales Coordinator to support the Santa Fe Springs location. This role helps manage daily store operations, coordinate rentals and equipment movement, and ensure accurate paperwork and smooth customer service.
You will respond to rental inquiries, prepare quotes and contracts, verify customer details, insurance, and billing, and coordinate with fleet, service, sales, and other locations to keep rentals moving.
Qualifications
- 2 years of customer service, rental coordination, sales support, or administrative experience.
- Experience in construction equipment or related industry preferred.
- Strong organization, time management, and follow-through.
- Proficient with Microsoft Outlook and Excel; CRM experience helpful.
Responsibilities
- Respond to rental inquiries by phone and email.
- Prepare rental quotes, contracts, extensions, and off rent requests.
- Confirm customer details, jobsite locations, purchase orders, insurance, and billing before dispatch.
- Coordinate equipment availability with fleet, service, sales, and other locations.
- Schedule deliveries, pickups, and will-calls.
- Track open rentals and follow up on off rents and extensions.
- Ensure rental documentation is complete and signed before equipment leaves the store.
- Assist with check-in/out documentation including hours, fuel, attachments and damages.
- Communicate customer damage and equipment issues to the appropriate department.
- Maintain rental fleet status and availability.
Skills
Tools
Job description
Location: Santa Fe Springs CA
Job Type: Full Time
Salary Range: 21 to 26 depending on exp
Position Summary Sonsray Machinery is seeking a highly organized customer focused Rental & Sales Coordinator to support our Santa Fe Springs location. This position plays an important role in the day to day operation of the store supporting rental and equipment sales while helping coordinate customers paperwork equipment movement and general branch administration. The ideal candidate is comfortable working in a fast paced construction equipment environment can manage multiple priorities and understands the importance of accurate paperwork and strong customer follow up.
- Respond to incoming rental inquiries by phone and email
- Prepare rental quotes contracts extensions and off rent requests
- Confirm customer information jobsite locations purchase orders insurance requirements and billing information before equipment is dispatched
- Coordinate equipment availability with the rental fleet service department sales team and other Sonsray locations
- Schedule and coordinate equipment deliveries pickups and customer will calls
- Track open rentals and follow up on upcoming off rents extensions and equipment availability
- Ensure rental documentation is complete and signed before equipment leaves the store
- Assist with rental check in and check out documentation including hours fuel levels attachments and reported damage when needed
- Communicate customer damage service concerns and equipment issues to the appropriate department
- Help maintain accurate rental fleet status and availability
- Assist with gathering machine information specifications stock numbers serial numbers hours attachments and availability
- Maintain accurate customer and opportunity information in CRM and internal systems
- Follow up on outstanding paperwork needed to complete equipment transactions
- Assist with used equipment listings photos descriptions and online postings as needed
- Serve as a primary point of contact for customers calling or visiting the Santa Fe Springs location
- Direct customers to Rental Sales Parts or Service based on their needs
- Provide professional and timely communication regarding equipment availability deliveries pickups and paperwork
- Follow up on customer requests to make sure questions and issues are routed and resolved
- Help create a welcoming organized and professional customer experience at the store
- Provide administrative support to the General Manager and department managers
- Assist with customer account setup credit applications certificates of insurance purchase orders and other required documentation
- Maintain organized electronic and physical records
- Assist with invoice and paperwork follow up between Rental Sales Service Parts and Accounting
- Help track equipment arriving at or leaving the store
- Assist with customer events store promotions open houses and other branch activities
- Help maintain customer facing areas rental displays sales materials and equipment information
- Assist with basic reporting and spreadsheets for rental activity sales activity equipment status and other store needs
- Support inventory and equipment audits when needed
- Help ensure required customer and equipment documentation is completed accurately and on time
- Perform other store coordination and administrative duties as assigned by the General Manager
- 2 years of customer service rental coordination sales support or administrative experience; experience within construction equipment heavy equipment equipment rental trucking automotive or a related industry is preferred
- Rental sales coordination or dealership experience is a plus
- Strong customer service communication and interpersonal skills
- Excellent organization time management and follow through
- Ability to manage multiple customers requests and deadlines in a fast paced environment
- Strong attention to detail when handling contracts pricing equipment information and customer documentation
- Comfortable communicating professionally with customers by phone email and in person
- Working knowledge of Microsoft Outlook Excel and other business software
- Ability to learn and effectively use CRM rental and equipment management systems
- Ability to work collaboratively across Sales Rental Service Parts Accounting and Management
The Rental & Sales Coordinator helps keep the store moving Rentals are documented correctly customers receive timely responses deliveries and pickups are coordinated sales paperwork moves forward and open items do not get lost between departments This person should be someone who takes ownership follows through communicates well and is willing to jump in wherever the store needs support
Sonsray moves mountains for the construction transportation and agriculture industries We are the West Coasts largest Thermo King & CASE dealership offering sales parts service rental and leasing We are committed to fostering a supportive and dynamic work environment
At Sonsray we value all employees their contributions and most importantly their ideas We know that the key to moving mountains is teamwork This is what we offer our team members
- Medical coverage PPO HSA options
- Dental Vision and Life insurance provided at no cost
- 401K with competitive employer contributions
- 80 hours of annual vacation increasing with years of service
- Uniforms provided annually
- Annual boot voucher of 12500
- One full paid day off annually for community volunteer work
- Birthday meal provided by Sonsray
- Privately owned and operated with decisions made based on core values rather than corporate directives
- Annual Holiday Party including covered airfare and hotel for employees and a guest
- Emphasis on company growth and employee development
- Open door policy fostering a collaborative environment with active owner and management involvement
Contact us at RecruitingSonsray.com or 3233191900 Ext 1830
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