Rental Coordinator

Job Description

Job Description

Mobile Air provides temporary cooling, heating, dehumidification, and power solutions. With our rental portable air conditioners, cooling towers, chillers, heaters, dehumidifiers, generators, and power distribution, we can cover all power and HVAC rental needs nationwide. We provide solutions that help people save time and money by renting the equipment that builds our communities, improve businesses, and helps create memories at special events. If you have a passion for helping others, then join a $65 billion industry that reflects today’s sharing world by creating experiences that change communities—and lives.

Discover your purpose – work in rental!

Position Overview

Under minimal supervision, this position supports the accomplishment of the day-to-day contract management requirements of the branch business, including all facets of the business from order entry to final job execution and receipt of customer payment.

This position may be filled at either the Rental Coordinator I or Rental Coordinator III level based on the candidate's experience, knowledge, and demonstrated abilities. Rental Coordinator III team members provide advanced contract management support, take ownership of complex projects, and serve as a key administrative resource for Regional Major Projects and branch operations.

Job Duties/Responsibilities

Rental Coordinator I

• Responsible for day-to-day contract management to ensure contracts are entered timely, accurately, and with proper documentation; ensures customer invoices are issued in the same manner.
• Manages customer relationships including compliance and timely issuance of credits due to and from Mobile Air.
• Manages purchase order requests and documentation associated with subcontractor requirements for re-rent, labor, fuel, and freight.
• Utilizes ERP system reporting to ensure contract management and invoicing are performed efficiently and accurately.
• Uses Infor reporting to monitor never bills and extensions.
• Coordinates with Sales and Operations on a regular basis to review open contracts, discuss status updates, and resolve issues.
• Verifies with customers via email or phone that invoices have been received by the proper party or uploaded to required customer portals.
• Provides customers with accurate reporting and documentation for billing purposes.
• Performs other duties as assigned.

Additional Responsibilities for Rental Coordinator III

• Takes a primary role in managing administrative requirements for Regional Major Projects, including customer invoice coordination and accuracy related to owned equipment, ancillary rentals, subcontracted labor, re-rented equipment, fuel, and freight.
• Takes ownership of assigned contracts, proactively identifying and resolving contract-related issues.
• Manages vendor purchase orders and ensures all costs are accurately captured and billed.
• Documents and manages ongoing contract changes as large projects evolve.
• Utilizes advanced reporting tools to identify contract, invoicing, extension, and accounts receivable issues.
• Coordinates branch fleet inventory setup, maintenance, and disposition activities within the ERP system under the direction of Regional Controllers.
• Assists in maintaining process accuracy and operational efficiency across branch and regional contract management functions.

Education/Skill Requirements

Rental Coordinator I

• Associate degree preferred; high school diploma or equivalent required.
• Three to five years of relevant work experience preferred.
• Ability to simultaneously handle multiple projects, tasks, and issues with tact, cooperation, and persistence.
• Experience with project accounting and financial principles is preferred.
• Proficient computer skills including Microsoft Word, Excel, Outlook, and SharePoint.
• Excellent communication skills via phone, email, and in person.

Rental Coordinator III

• Associate degree preferred; high school diploma or equivalent required.
• Six to eight years of relevant work experience preferred.
• Previous experience in rental coordination, contract administration, project accounting, or a related field.
• Advanced proficiency with Infor, CRM systems, reporting tools, and contract management processes.
• Demonstrated ability to manage complex projects, multiple priorities, and changing business demands while maintaining accuracy and timeliness.
• Strong problem-solving skills with the ability to work independently and collaborate cross-functionally.
• Excellent communication skills with internal departments, customers, and vendors.
• Ability to work additional hours during peak seasons and major project activity.

Benefits

• Competitive hourly pay
• Quarterly bonus opportunity
• Health, Vision, and Dental Insurance
• Life Insurance
• 401(k) with company match
• Paid time off (vacation, sick, and holidays)
• Career development opportunities
• Employee discount programs

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