Administrative Assistant

Administrative Coordinator/Rental Coordinator

The Coordinator plays a key role in supporting day-to-day operations by managing the full lifecycle of equipment rentals from start to finish. This position ensures that equipment is available, prepared, scheduled, delivered, billed, and returned in a timely and accurate manner.

Responsibilities

• Support all rental requests for both internal teams and customers
• Work with operations to make sure equipment is repaired and ready to go
• Coordinate deliveries and pickups with logistics
• Prepare quotes, create contracts, and manage billing and adjustments
• Review invoices and keep records organized
• Help with collections when needed
• Work with customers to confirm purchase orders and approvals
• Track equipment and complete inventory checks
• Find equipment when needed, both internally and from outside vendors
• Keep accurate records for all rental activity in company systems
• Update equipment status, notes, and details as needed
• Ensure returned equipment is properly processed and closed out
• Follow up on open rental opportunities and keep teams updated
• Review and approve vendor invoices for accuracy
• Respond to emails and requests in a timely way
• Support team members and help with shared tasks
• Provide reports to customers and internal teams as needed
• Assist with logistics coordination when required
• Review service-related charges for accuracy and proper documentation
• Work with leadership to plan equipment needs and future purchases

Essential Skills

• 2-3 years of experience within a service industry (could include HVAC, plumbing, electrical, etc.)
• Industry knowledge or the ability to quickly learn this environment.
• Strong administrative skills, including being highly organized, detail-oriented, and an effective record keeper.
• Proficiency with Excel spreadsheets
• Proficiency with SAP or another ERP large system
• Strong customer service skills

Work Environment

This is a full-time, hourly, 100% onsite role. The typical schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. You will work closely with a small, collaborative team.

Job Type & Location

This is a Contract to Hire position based out of Frederick, MD.

Pay and Benefits

The pay range for this position is $24.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Frederick, MD.

Application Deadline

This position is anticipated to close on Jun 19, 2026.