Rental Coordinator

Rental and Used Coordinator

The multi-functional sales coordinator is a cross-trained member of the sales support team whose primary responsibility is coordinating the daily operations of the Rental Department. This role also provides sales coordination support for the New and Used Equipment Departments as requested by management, ensuring seamless coverage across all sales functions.

The position is responsible for coordinating rental transactions, supporting equipment logistics, maintaining accurate documentation, and delivering exceptional customer service. Through cross-training in Rental, New, and Used Equipment Sales Coordination, this role provides operational flexibility to support changing business needs, departmental workloads, and customer demands. The ideal candidate is highly organized, customer-focused, adaptable, and able to effectively manage multiple priorities in a fast-paced environment. This is a full-time hourly position.

Essential Duties and Responsibilities:

• Coordinate the daily administrative operations of the Rental Department.
• Process rental orders and prepare, administer, and maintain rental agreements and contracts.
• Coordinate equipment availability, deliveries, pickups, and returns with internal transportation and service departments.
• Monitor rental equipment inventory and fleet utilization in collaboration with the Rental Manager.
• Locate and source equipment to fulfill customer rental requests.
• Review rental documentation for accuracy and ensure timely processing.
• Process and reconcile rental-related invoices and supporting documentation.
• Obtain, review, track, and maintain customer Certificates of Insurance (COIs) in accordance with company requirements.
• Serve as the primary point of contact for rental customers regarding scheduling, equipment availability, contract extensions, returns, and issue resolution.
• Build strong customer relationships by understanding equipment needs and providing responsive service.
• Prepare reports related to rental activity, fleet utilization, and equipment status.

New & Used Equipment Sales Coordination Support:

• Cross-train in New and Used Equipment Sales Coordination processes to provide departmental coverage and operational support.
• Assist New and Used Equipment Sales Coordinators as requested by management during peak workloads, employee absences, or other business needs.
• Support sales documentation, order processing, equipment scheduling, inventory updates, and customer communications.
• Assist with intake, inspection coordination, inventory management, and preparation of used equipment for resale.
• Maintain accurate equipment records and listings in internal systems and external sales platforms.
• Coordinate documentation necessary for equipment deliveries, transfers, and customer transactions.

Customer Service & Administrative Support:

• Assist walk-in customers with rental inquiries and general sales coordination requests.
• Resolve customer concerns or escalate issues appropriately to management.
• Ensure all contracts, inspection reports, delivery receipts, purchase orders, and related documentation are completed accurately and maintained according to company standards.
• Collaborate with Sales, Service, Parts, Logistics, and Transportation teams to ensure equipment readiness and customer satisfaction.
• Remain current on equipment models, features, and product knowledge across Rental, New, and Used Equipment offerings.
• Demonstrate strong organizational, communication, and multitasking skills while managing competing priorities.
• Exercise sound judgment and maintain confidentiality in handling customer and company information.
• Contribute to a collaborative, team-oriented work environment by providing support across departments as needed.
• Accept additional duties and responsibilities as assigned by management to support departmental and organizational objectives.

Required Skills and Abilities:

• Pay: $26-28/ hr.
• Valid driver's license.
• Excellent written and verbal communication skills are crucial for negotiating contracts, interviewing new vendors, developing new inventory processes and working with co-workers on stock inventory.
• Ability to manage and multi-task multiple projects at one time and in an efficient and timely manner.
• Proficient in Microsoft Office Suite.
• Adapt and work in a fast-paced environment.
• Ability to work under pressure, shift priorities in a changing environment, and self-direct with good business judgments.
• Ability to work overtime and have flexibility to accommodate the needs of the position.
• Travel to Fairchild Equipment locations, and customer site visits, as requested by Rental Manager; at least 25% annually.

Education and Experience:

• Bachelor's Degree in Business Administration or equivalent combination of education and work experience.
• 2+ years of experience working in in rental coordination, equipment operations, or a similar role.

Physical Requirements:

• Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• Frequent physical activity of the position:
• Stooping- bending body downward and forward by bending spine at the waist.
• Kneeling- bending legs at knee to come to a rest on knee or knees.
• Crouching- bending the body downward and forward by bending leg and spine.
• Reaching- extending hand(s) and arm(s) in any direction.
• Standing- remaining upright on the feet, particularly for sustained periods of time
• Walking- moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Lifting- raising objects from a lower to a higher position or moving objects horizontally from position-to-position.
• Grasping- applying pressure to an object with fingers and palm.
• Talking- Expressing or exchanging ideas by means of spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.
• Hearing- Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication.
• Sitting- Prolonged periods of sitting at a desk and working on a computer
• Occasional physical activity of the position:
• Balancing- maintaining body equilibrium.
• Fingering- perceiving attributes of objects by touching with skin, particularly that of fingertips.
• The visual acuity requirements:
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.
• The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned.
• The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.

To take that next step in your career, and have an opportunity for additional growth, you will want to join our dynamic team. Fairchild Equipment, Inc. is recognized as the fastest growing company of its kind in the Midwest! Fairchild Equipment, Inc. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Apply now!

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.