Rental Project Coordinator

Rental Project Coordinator

Location: Chehalis, WA

Schedule: Full-Time | Onsite

Pay: $25.00–$29.00/hour, depending on experience

Department: Operations

Position Summary

We are seeking a highly organized Rental Project Coordinator to support the day-to-day operations of a fast-paced equipment rental branch in Chehalis, WA.

This is a hands-on operations, logistics, and customer coordination role responsible for keeping rental projects organized from start to finish. The Rental Project Coordinator serves as a central point of communication between customers, drivers, vendors, Sales, Accounting, and branch operations to ensure equipment is delivered, picked up, relocated, serviced, and billed accurately and on schedule.

The ideal candidate has experience working in equipment rental, dispatch, logistics, transportation, service coordination, branch operations, or a similar fast-paced environment where managing schedules, customer requests, documentation, and multiple priorities is part of the daily routine.

Key Responsibilities

• Coordinate and schedule equipment deliveries, pickups, relocations, returns, and service-related transportation .
• Manage rental activity throughout the full rental lifecycle, including equipment going on rent, off rent, and returning to the branch .
• Communicate regularly with customers regarding scheduling, delivery expectations, rental status, changes, and operational questions.
• Coordinate with drivers, vendors, Sales, Accounting, and branch personnel to keep projects moving according to schedule.
• Prepare and maintain accurate rental orders, delivery paperwork, move documentation, change orders, customer records, and other operational documents.
• Track equipment and project workflow to ensure units are prepared and ready for scheduled delivery.
• Support the Sales team by preparing rental quotes and coordinating customer rental requirements.
• Create and manage purchase orders and process vendor invoices.
• Review rental billing, expenses, and documentation for accuracy.
• Partner with Accounting to resolve invoice discrepancies, outstanding balances, collections issues, and other billing-related matters.
• Maintain accurate information within internal rental and operational systems.
• Participate in branch operations meetings and provide updates regarding schedules, rental activity, workflow, and key performance indicators.
• Assist with forecasting, compliance, process improvements, and other operational needs as required.

What We're Looking For

• Previous experience in equipment rental, logistics, dispatch, transportation, service coordination, branch operations, construction services, or a related environment preferred.
• Experience coordinating deliveries, pickups, drivers, equipment, service calls, or customer schedules is highly desirable.
• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously.
• Strong customer service and communication skills.
• Comfortable communicating with customers, drivers, vendors, Sales, Accounting, and operations teams throughout the day.
• Experience working with rental orders, purchase orders, invoices, quotes, billing, or similar business documentation.
• Strong attention to detail and ability to maintain accurate records.
• Comfortable working in a fast-paced environment where schedules and priorities can change throughout the day.
• Proficiency with Microsoft Office and the ability to learn rental management and operational software.
• Dependable, proactive, and able to follow projects through from initial request to completion.