Rental Fleet Coordinator

Rental Fleet Coordinator

ABOUT US
Looking for more than just a job? At Thompson Machinery, we've been powering progress since 1944. We are the go-to Caterpillar dealer for Middle and West Tennessee and North Mississippi. Come join a team where our mission is simple: deliver smart solutions, build lasting partnerships, strengthen the communities we call home and invest in your growth.


WHAT YOU WILL DO


The Rental Fleet Coordinator is responsible for managing day-to-day fleet administration activities within the Rental Division. This role ensures accuracy and efficiency across equipment ordering, delivery coordination, inventory management, and invoicing for both new and used equipment sales. The position plays a critical role in supporting sales operations, maintaining data accuracy, tracking profitability, and coordinating with internal teams and external vendors to maximize fleet performance and revenue.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Generate purchase orders including delivery location, cost details, and expected delivery timelines
• Coordinate ordering and quoting of allied equipment for retail sales
• Manage equipment orders, including order tracking, delivery coordination, and ship-to locations
• Ensure order placement accuracy and track equipment throughout the full lifecycle
• Coordinate fleet movements and maintain accurate inventory records
• Manage inventory transfers, account status updates, and fleet allocation across branches
• Support disposal, auction, and retail sales processes for used equipment
• Partner with branch locations and the used equipment team to ensure equipment inspections, prep, and listing completion
• Track profitability on new and used equipment sales (e.g., rollout files, margin tracking)
• Support CRM deal administration and maintain accurate sales documentation
• Assist in commission entry, expense tracking, and warranty quoting
• Report sales activity on platforms such as Cat Used
• Manage allied warranty enrollment, tracking, and documentation
• Perform CAT warranty and PIN audits to ensure compliance and accuracy
• Schedule and track RPO (Rental Purchase Option) agreements including payoff schedules and conversion dates
• Enter and maintain rate adjustments and uploads
• Process allied vendor invoices and ensure accurate expense posting to equipment units
• Track financial discrepancies where visibility or ownership gaps exist and escalate as needed

WHAT WE EXPECT OF YOU

We all have different backgrounds, yet we all use our unique contributions to provide the highest quality of service.
BASIC QUALIFICATIONS


EDUCATION & EXPERIENCE

• 2-5 years of experience in fleet coordination, equipment rental, sales operations, or administrative support within heavy equipment or related industries
• Strong understanding of inventory management, sales processes, and financial tracking
• Experience working with CAT systems (preferred) or similar dealership systems
• Proficiency in Microsoft Excel and CRM systems

• Strong attention to detail with the ability to manage multiple priorities

WHAT'S IN IT FOR YOU
At Thompson Machinery, we believe that great benefits are more than just perks- they're essential for employee well-being and success. We've designed a benefits package that goes beyond the ordinary, ensuring that our team members thrive both personally and professionally. Here's an overview of our benefits, including some that set us apart from our competitors.


THE BASICS

• Various medical plan options, including a no-cost option
• Vision and dental insurance
• Employer-paid short-term and long-term disability insurance
• Employer-paid basic life insurance
• 401k matching
• Profit Sharing
• 8 paid holidays annually
• Initially up to 15 days of Paid Time Off annually with increase after five years of service
• Employee Assistance Program (EAP)

WHAT SETS US APART

• Competitive pay
• Exposure to world-class CAT training and development
• Tuition Reimbursement
• Tool Purchase Assistance to buy high-quality tools at deep discounts
• Annual stipend toward the purchase of work boots
• Company Incentive Bonus Program
• Paid Veteran holiday annually to all service members
• Training and Development programs
• Work uniforms and professional cleaning services
• Financial Wellness programs

Thompson Machinery offers competitive salaries and a complete benefits package. Compensation for this position will be commensurate with candidate experience and background. Thompson Machinery is an equal opportunity employer: Minorities/Women/Veterans/Disabled