Rental Coordinator - Lift Truck

Thompson Lift Truck; Nashville (TN); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Thompson Tractor is seeking a Rental Coordinator to manage equipment rentals, coordinate deliveries and returns, and collaborate with sales, service, and accounting teams. The role emphasizes accuracy, fast processing, and strong customer service.

You will track inventories, communicate rates, obtain credit approvals, and ensure paperwork and transport logistics are completed efficiently while upholding company values and safety standards.

Qualifications

• High school diploma or equivalent required.
• Bachelor's degree preferred.
• Experience in the material handling industry preferred.

Responsibilities

• Track inventory of machines, batteries, and attachments.
• Coordinate machine inspections and preparation prior to delivery and upon return from customer rentals in collaboration with the Service Department.
• Communicate rental rates, availability, and terms to customers and sales representatives.
• Obtain credit approval from the Credit Department before processing any rental or releasing equipment from the facility.
• Set up rental agreements and update the computer system as needed.
• Submit completed paperwork to the Accounting Department promptly.
• Arrange inbound and outbound transportation for equipment.
• Monitor equipment repairs, maintenance, and abuse-related expenses.
• Ensure billing and credit adjustments are processed accurately and in a timely manner.
• Negotiate fair resolutions for customer complaints.

Skills

Written communication

Verbal communication

Customer service

Time management

Technical skills

Computer applications

Education

High School diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

Microsoft Dynamics AX (AX)

Job description

The Rental Coordinator is responsible for coordinating material handling equipment rentals in assigned areas working directly with customers, prospects, and sales representatives within our Lift Truck division. The Rental Coordinator must be able to perform independently with limited supervision. The ability to manage multiple priorities is essential for this position. The Rental Coordinator will demonstrate initiative, resilience, attention to detail, sense of urgency, commitment to teamwork, enthusiasm for customer service, and dedication to finding solutions in an efficient manner.

• Track inventory of machines, batteries, and attachments.
• Coordinate machine inspections and preparation prior to delivery and upon return from customer rentals in collaboration with the Service Department.
• Communicate rental rates, availability, and terms to customers and sales representatives.
• Obtain credit approval from the Credit Department before processing any rental or releasing equipment from the facility.
• Ensure all required documents are accurately completed and signed by the customer.
• Set up rental agreements and update the computer system as needed.
• Submit completed paperwork to the Accounting Department promptly.
• Arrange inbound and outbound transportation for equipment.
• Monitor equipment repairs, maintenance, and abuse-related expenses.
• Ensure billing and credit adjustments are processed accurately and in a timely manner.
• Negotiate fair resolutions for customer complaints.
• Perform other duties as assigned by the Supervisor.

Uphold the Core Values of Safe and Secure, Stronger Together, People of Integrity, and Driven to Serve.

Education

High school diploma or equivalent required.

Bachelor's degree preferred

Experience

• Previous experience and a working knowledge of the material handling industry and related equipment.
• Proficiency in using personal computers with basic typing skills.

Skills and Competencies

• Strong written and verbal communication skills.
• Proficiency in computer applications and basic technical skills.
• Professional telephone etiquette and customer service skills.
• Excellent organizational and time management abilities.

Job Training

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
• Experience with AX (Microsoft Dynamics AX).
• Business Communication Skills Training.
• Certified Lift Truck Operator with OSHA Safety Training.
• Compliance Training.

Safety Summary
Working Conditions

• Work is primarily performed in an office or shop environment.
• Position involves exposure to physical risks and varying weather conditions.
• Requires the ability to sit for extended periods and stand on hard surfaces for prolonged durations.
• Must be able to safely operate lift trucks and other material handling equipment.

Physical Requirements

• Speaking and listening effectively.
• Writing and typing with accuracy.
• Climbing on or under equipment as needed.
• Reaching, kneeling, grasping, and stooping during tasks.
• Lifting items weighing up to 25 lbs.
• Travel-related risks.
• Exposure to weather-related hazards.
• Potential for slips, trips, and falls.
• Stress and fatigue associated with job demands.
• Prolonged sitting during administrative tasks.
• Working around moving equipment.

Thompson Tractor is an Equal Opportunity Employer including Veterans and Individuals with Disabilities.

Qualifications

Skills

Required

Mechanical

Intermediate

Technical

Intermediate

Computer

Intermediate

Advanced

Verbal Communication

Advanced

Time Management

Intermediate

Customer Service

Advanced

Education

Required

High School or Equivalent or better.

Preferred

Bachelors or better.

Experience

Required

Proficiency in using personal computers with basic typing skills required.

Preferred

Previous experience and a working knowledge of the material handling industry and related equipment preferred.

Licenses & Certifications

Required

Driver's License Personal

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.