Rental Coordinator - Texas First Rentals

HOLT CAT; Van Alstyne (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Texas First Rentals, a division of HOLT CAT, is seeking a full-time Rental Coordinator at the Van Alstyne location. You will support branch operations by processing rental quotes, contracts, and invoicing, coordinate equipment availability, and assist sales and service teams to meet branch revenue goals.

You will foster strong customer relationships, maintain organized records, and work in a fast-paced environment while following safety and company policies.

Qualifications

• One to three years of related work experience.
• High school diploma or equivalent.
• Valid driver’s license.

Responsibilities

• Models and promotes values-based leadership; aligns with vision, values, and mission.
• Fosters customer relations to improve loyalty and satisfaction.
• Executes rental quotes, contracts, and invoicing with accuracy and timeliness.
• Maintains records of unfilled (lost) rental requests.
• Answers phones and processes rental requests; routes inquiries to appropriate departments.
• Coordinates with shop staff regarding repair status and equipment availability.
• Supports sales staff with demonstrations and sales agreements.
• Schedules, dispatches, and routes vehicles for equipment transport.
• Maintains rental invoices and agreements with attention to detail.
• Assists both external and internal customers.

Skills

Customer relations

Communication

Attention to detail

Multitasking

Time management

Problem solving

MS Office

Education

High school diploma

Tools

MS Office Suite

Job description

Supports branch operations by fostering strong customer relationships, completing accurate rental transactions, and maintaining organized and efficient rental processes. This position is responsible for delivering exceptional customer satisfaction, coordinating equipment availability, and supporting both sales and service teams to achieve branch rental, sales, and service revenue goals.

The incumbent in this position is expected to model the following practices on a daily basis:

1. Demonstrate alignment with the company's mission and core business values;
2. Collaborate with key internal/external resources;
3. Participate in ongoing self-development.

• Department: Texas First Rentals (TFR)
• Employment Type: Full Time
• Location: TFR - Van Alstyne
• Address: 14585 US Hwy 75, Van Alstyne, Texas, 75495
• Workplace type: Onsite

Essential Functions

• Models, promotes, reinforces, and rewards the consistent use of HOLT's Values Based Leadership (VBL) tools, models and processes to ensure alignment with our Vision, Values, and Mission
• Fosters customer relations to improve loyalty and satisfaction
• Executes exceptional customer service skills and builds solid relationships with customers
• Completes rental quotes, contracts, and invoicing with accuracy and timeliness
• Maintains records of all unfilled (lost) rental requests
• Answers telephones and process rental requests; also, direct calls to appropriate individuals or departments
• Checks stock availability and perform scheduled cycle counts
• Keeps showroom/counter area clean and organized
• Collaborates with management to monitor rental equipment inventories
• Maintains rental invoices and agreements with attention to detail
• Responds to customer inquiries regarding equipment and products
• Researches equipment, parts, or products to meet specialized customer requirements
• Coordinates with shop staff regarding repair status and equipment availability
• Supports sales staff with demonstrations and sales agreements
• Assists both external and internal customers
• Schedules, dispatches, and routes vehicles for equipment transport
• Multitasks, stays organized, and prioritizes competing tasks in a high-volume, fast-paced environment
• Works safely always and adheres to all applicable safety policies; complies with all company policies and procedures
• Requires regular and punctual employee attendance
• Performs other duties as assigned

Knowledge, Skills, and Abilities

• Demonstrated knowledge of construction equipment and rental industry
• Proficient with MS Office Word, Excel, Outlook, etc.
• Understands the implications of new information for both current and future problem-solving and decision-making
• Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
• Exceptional attention to detail
• Excellent communication and interpersonal skills to establish working relationships with multiple departments and various levels of the organization
• First-class organizational, multi-tasking, and time management skills, deadline oriented
• Understands written sentences and paragraphs in work related documents, and communicates effectively in writing as appropriate for the needs of the audience
• Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication, and division quickly and accurately
• Ability to work independently and within a team in a fast-paced, high-volume environment with emphasis on accuracy and timeliness
• Ability to read, analyze, and interpret professional journals, technical procedures, or governmental regulations
• The ability to listen to and understand information and ideas presented through spoken words and sentences

Requirements

Education and Experience:

• One to three years of work-related skill, knowledge, or experience is required
• High school diploma or equivalent required
• Valid driver's license

Supervisory Responsibilities:

• None

Travel:

• No travel is expected for this position

Physical Requirements:

• To perform this job successfully, an individual must be able to perform each job duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform job duties and responsibilities
• This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery, file cabinets, etc.
• This role frequently communicates with others, must be able to exchange accurate information in these situations
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines
• Occasionally moves or transports items weighing up to 50 lbs.

Work Environment:

• This job is generally performed in a retail and office environment; exposure to computer screens; exposure to noise, dust, grease, fumes, gases, heat, cold, and inclement weather conditions
• Frequently works at a fast pace with unscheduled interruptions and may also require overtime, determined by workload and at supervisor discretion

Disclaimer:
Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.

About Texas First Rentals

HOLT Group is a renowned, family-owned company with a legacy spanning nearly a century. As a powerhouse across several industries, including heavy machinery, construction, consulting services, training, and technology, we prioritize people and values. Our commitment to a Values-Based Leadership approach has led to trusted partnerships and collaborative endeavors. At the heart of our operations is HOLT CAT, the largest Caterpillar dealership in the nation, along with other companies focused on industrial & commercial selling, energy, technology, and training & development. We excel in selling, servicing, leasing, and renting top-of-the-line industrial machinery and are dedicated to powering the construction and industrial spaces with superior equipment. Moreover, we empower construction and development with advanced technology, along with bringing technical skills and Values-Based Leadership to individuals and companies seeking sustainable growth. If you're seeking a fulfilling career, explore our job opportunities at HOLT Group and join our values-driven team.