Rental Coordinator Supervisor

RECO Equipment, Inc.; Union Township (OH); On-site; USD 60,000 - 90,000; Full time

Job summary

RECO Equipment, Inc. is seeking a Rental Coordinator Manager to oversee a full rental desk, from quotes to collections, while ensuring standard processes are followed across branches. The role includes managing the rental operations playbook, trainings, audits, and reporting to the COO.

It requires office-based work with yard/shop time and occasional overnight travel. The position emphasizes building consistency, reducing incomplete contracts, and improving collection results.

Qualifications

• 3+ years in equipment rental coordination, rental counter, or dispatch — construction, mining, or industrial equipment or equivalent.
• Working knowledge of rental contracts, certificates of insurance, damage waivers, and rental billing.
• Proficiency in a dealer business system (DBS or similar) and Excel.
• Track record of collecting receivables and resolving disputes with customers yourself.
• Ability to stay accurate with multiple open contracts, calls, and deadlines.
• Valid driver's license and willingness to travel to branches as needed.
• Experience training or leading coordinators, dispatchers, or a rental counter team.
• Familiarity with excavators, wheel loaders, articulated haul trucks, and material handlers.
• Multi-branch or multi-state rental experience; Florida experience is a plus.
• Familiarity with Notice-to-Owner and lien procedures for rented equipment.

Responsibilities

• Write and execute rental contracts in our dealer business system: rates, term, delivery and pickup, damage waiver, and the correct salesman code every time.
• Confirm credit approval and a compliant certificate of insurance are on file before any unit leaves the yard.
• Schedule and dispatch deliveries, pickups, and transfers; keep dates current in the system the same day.
• Manage on-rent units: cycle billing, extensions, rate changes, and same-day off-rent processing.
• Process returns with the branch — inspection, hours, fuel, damage — and drive damage recovery through to collection.
• Bill accurately, resolve disputes directly with customers, and work rental receivables from invoice date so they're collected inside 90 days.
• Own the Rental Operations Playbook and the coordinator cadences; train and certify new coordinators before they work unsupervised.
• Audit coordinator work monthly and give regional managers specific, documented findings
• Deliver a monthly rental operations report to the COO: on-rent dollars, utilization, off-rent turnaround, AR aging, damage recovery, credits issued
• Cover a coordinator's desk when they're out and no backup exists

Skills

Rental coordination

Contract management

Receivables collection

Dispute resolution

Team leadership

Multi-branch experience

Travel willingness

Training/coordinator leadership

Equipment familiarity

Tools

DBS or similar system

Excel

Job description

Description

JOB TITLE:Rental Coordinator Manager

LOCATION:Belmont, OH

STATUS:FULL TIME

COMPANY OVERVIEW: RECO Equipment is a privately owned construction equipment dealer headquartered in St. Clairsville, Ohio, with about 350 employees and 26 branches across nine states, plus our Florida partner, Great Southern Equipment. Our Enterprise division sells, rents, and supports heavy equipment from Liebherr, Hitachi, LBX, and Rokbak. This role sits in that heavy equipment rental business.

We hire individuals who exhibit the following COMPANY CORE VALUES: Authenticity, Hard Working, Professional, Loyal, and Solution Driven.

This is a working coordinator's job with a lead's responsibility. You'll run a full rental desk — quotes, contracts, dispatch, billing, returns, and collections — and you'll also be the person who makes sure every Enterprise Rental Coordinator at RECO and GSE does it the same way. You own the rental operations playbook, run the daily and weekly cadences, train new coordinators, audit the work, and report the numbers to the COO. You report directly to the COO.

We're looking for someone who has done this job well, is bothered by contracts that go out incomplete and invoices that don't get collected, and wants to raise the standard for a whole group rather than just their own desk.

Office-based at an Enterprise branch with regular time in the yard and shop. Phone- and system-heavy with frequent interruptions. Occasional overnight travel. Longer hours around month-end billing close.

Requirements

RESPONSIBILITIES:

• Write and execute rental contracts in our dealer business system: rates, term, delivery and pickup, damage waiver, and the correct salesman code every time
• Confirm credit approval and a compliant certificate of insurance are on file before any unit leaves the yard
• Schedule and dispatch deliveries, pickups, and transfers; keep dates current in the system the same day
• Manage on-rent units: cycle billing, extensions, rate changes, and same-day off-rent processing
• Process returns with the branch — inspection, hours, fuel, damage — and drive damage recovery through to collection
• Bill accurately, resolve disputes directly with customers, and work rental receivables from invoice date so they're collected inside 90 days
• Own the Rental Operations Playbook and the coordinator cadences; train and certify new coordinators before they work unsupervised
• Audit coordinator work monthly and give regional managers specific, documented findings
• Deliver a monthly rental operations report to the COO: on-rent dollars, utilization, off-rent turnaround, AR aging, damage recovery, credits issued
• Cover a coordinator's desk when they're out and no backup exists

REQUIREMENTS (Skills, Technology, and Physical Requirements)

• 3+ years in equipment rental coordination, rental counter, or dispatch — construction, mining, or industrial equipment or equivalent
• Working knowledge of rental contracts, certificates of insurance, damage waivers, and rental billing
• Proficiency in a dealer business system (DBS or similar) and Excel
• A track record of collecting receivables and resolving disputes with customers yourself
• The ability to stay accurate with a lot of open contracts, calls, and deadlines at once
• Valid driver's license and willingness to travel to branches as needed
• Experience training or leading coordinators, dispatchers, or a rental counter team
• Familiarity with excavators, wheel loaders, articulated haul trucks, and material handlers
• Multi-branch or multi-state rental experience; Florida experience is a plus
• Familiarity with Notice-to-Owner and lien procedures for rented equipment