Rental Coordinator

Rental CoordinatorThe Rental Coordinator supports daily rental operations by managing customer rental activities, equipment availability, scheduling, billing processes, and administrative functions across NC, SC, and VA locations. The role serves as a key liaison between customers, sales teams, service departments, transportation teams, and internal support functions to ensure efficient equipment utilization, accurate transactions, and a high level of customer satisfaction.Essential DutiesRental Operations CoordinationCoordinate daily rental activities including equipment availability, scheduling, deliveries, pickups, transfers, and customer requirements across assigned locationsMonitor rental schedules and proactively communicates changes, delays, or equipment issues to customers and internal teamsSupport efficient utilization of rental fleet by coordinating equipment movement, maintenance needs, and availability updatesServe as a resource to sales and rental teams regarding fleet inventory, rental rates, and equipment statusCustomer Service and Relationship ManagementProvide rental customers with pricing information, equipment availability, delivery timelines, and general rental supportRespond to customer questions and concerns related to rental agreements, invoices, equipment, and service needsAssist with past due account follow-up and partners with internal teams to address customer account concernsBuild positive customer relationships through timely communication and effective problem resolutionRental Administration and Financial SupportProcess rental documentation including contracts, certificates of insurance, customer records, and equipment transactionsReview and prepare rental invoices, purchase orders, credits, and billing adjustments while ensuring accuracy and complianceCollaborate with Credit and Accounting teams to resolve invoice questions, payment issues, tax inquiries, and account discrepanciesMaintain accurate records and completes required rental reports, including utilization, sales, profitability, and fleet activity reportingEquipment Inventory and Reporting ManagementMaintain accurate equipment records including service history, inventory activity, transfers, and preventive maintenance schedulesTrack rental equipment movement, acquisitions, sales, and fleet changes to support operational reportingPrepare recurring reports and analyzes rental activity, overtime, utilization, and financial performance metricsSupport year-end reporting requirements related to rental equipment assetsCross-Functional Collaboration and DevelopmentCollaborate with branch teams, service departments, transportation, sales, and support functions to coordinate rental operationsDevelop knowledge of company products, rental offerings, and internal processes to provide effective operational supportParticipate in training and continuous learning opportunities to enhance product knowledge and job effectivenessMinimum RequirementsEducation High School diploma; Associate degree in business or related field preferred.Work Experience2-5+ years directly related experience.Experience in office administration, accounting practices, and sales support.PhysicalAbility to sit for long periods of time.Ability to handle stress and high pressure daily.OtherMust be able to handle many duties at once.Communicate with and relate to people on all levels.Solve problems, and maintain excellent customer relationships with both internal and external customers.Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.