Rental Representative

Job Description

Job Description

Description:

The Rental Representative is the face of the customer experience, responsible for managing daily rental transactions, assisting customers in selecting equipment, and ensuring that every rental unit meets company and regulatory standards before leaving the lot. This position is highly customer-focused, handling inbound calls and walk-in customers while also supporting critical rental administration and billing functions. The ideal candidate will be detail-oriented, personable, organized, and able to collaborate effectively with internal departments to maintain accurate inventory, timely billing, and seamless operations.

With a diverse fleet of approximately 350 trailers, including dry vans, reefers, step decks, and flatbeds, we deliver reliability, value, and exceptional service.

Responsibilities

• Serve as the primary point of contact for rental customers by answering inquiries, providing equipment recommendations, and processing rental agreements.
• Manage inbound calls, emails, and walk-in customers, delivering excellent service and building strong customer relationships. Approximately 75% inbound calls and 25% walk-in customers.
• Collaborate closely with maintenance, operations, and administrative teams to ensure rental units are compliant with DOT requirements and company standards.
• Review and verify that all trailers are properly documented for preventive maintenance, inspections, and repairs prior to rental.
• Conduct physical inspections on the lot to confirm trailer conditions and ensure paperwork accurately reflects the current documented status.
• Process and track rental agreements, returns, and equipment movement through the company ERP system.
• Administer customer billing associated with rental activities and services, including recurring rental charges, ad hoc/miscellaneous billing, and other customer charges as applicable.
• Process third-party vendor invoices related to rental activities and services, ensuring invoices are properly reviewed, documented, coded, and submitted for processing.
• Administer toll billing and ensure applicable toll charges are accurately and promptly billed to the responsible customer.
• Monitor and process all customer and related billing promptly to minimize the time between when services, charges, or other billable activities are incurred and when the customer is invoiced. The position is expected to maintain accurate and timely billing to prevent unnecessary delays in revenue recognition and collection.
• Work with operations and administrative staff to maintain accurate inventory records, invoicing, and location tracking of all rental units.
• Identify opportunities to improve rental processes, billing efficiency, and customer satisfaction.
• Support cross-functional communication to ensure timely resolution of customer, billing, or equipment issues.

Requirements:

• 2+ years of experience in customer service, equipment rental, or related transportation/logistics industry.
• Strong communication and interpersonal skills with a focus on professionalism and customer care.
• Strong attention to detail and the ability to manage multiple priorities while maintaining accuracy.
• Ability to read and interpret maintenance or inspection documents.
• Comfortable working in both office and outdoor environments.
• Proficient with Microsoft Office and capable of learning ERP/rental management systems.
• Able to work cross-functionally with operations, maintenance, accounting, and administration.
• Ability to process billing and invoice-related transactions accurately and promptly, with a strong sense of urgency regarding time-sensitive billing.

Preferred

• Background in trailer, truck, or heavy equipment rental.
• Familiarity with DOT and PM inspection documentation.
• Experience with customer billing, invoicing, accounts receivable, or vendor invoice processing.
• AA/AS or advanced education in a relevant field of business, administration, logistics, or maintenance.

Additional Responsibilities: The duties and responsibilities described above are intended to provide a general overview of the position and are not intended to be an exhaustive list. The Rental Representative may be assigned additional tasks, duties, or responsibilities as business needs require.

Company Information

Florida Utility Trailers is a privately-owned and family operated 49-year-old business that serves as a full-service semi-trailer dealership with locations in Orlando, Tampa, Lakeland, and Miami. We specialize in the sale, service, and parts support of new and used semi-trailers, including refrigerated vans, flatbeds, dry vans, and other specialty equipment. FL Utility Trailers’ dynamic inventory and deep expertise enables us to source top-quality units while delivering exceptional customer service and comprehensive support. With multiple locations across central and southern Florida, Florida Utility Trailers is committed to serving our customers efficiently and effectively.