Rental Coordinator, Supply Chain Operations

Build the future, spark innovation and align your career with purpose. McKinstry is innovating the waste and climate harm out of the built environment and creating lasting impact. Together, we’re building a thriving planet. Buildings are a leading contributor to the climate crisis, generating nearly 40% of total global energy-related carbon emissions. We’re making a lasting impact on our industry and within our communities by addressing the climate, affordability and equity crises through: renewables and energy services engineering and design construction and facility services To get where we’re going, we need big thinkers, problem solvers and collaborative mindsets. Does that sound like you? The Opportunity with McKinstry The Rental Coordinator, Supply Chain Operations plays a critical role in supporting project success by serving as the central point of coordination for equipment rentals across our job sites. Partnering closely with field teams and trusted vendor partners, this role ensures the right equipment is sourced, scheduled, and delivered efficiently—allowing project teams to stay focused on execution rather than logistics. This individual operates in a fast-paced, high-volume environment, managing time-sensitive requests, negotiating competitive rates, and maintaining strong vendor relationships. Success in this role requires strong communication skills, sound judgment, and a proactive, solutions-oriented mindset, with the ability to take initiative, navigate competing priorities, and confidently coordinate across multiple stakeholders. This role reports to the Warehouse Manager and collaborates closely with Purchasing, field, tool room, logistics, and warehouse teams to drive alignment and support project needs. This is an on-site position based in Kent, WA , with a standard schedule of 5:30 AM to 2:00 PM . Key Responsibilities Equipment Sourcing Vendor Selection: Identify and vet local and regional rental partners to ensure a reliable supply of specialized equipment (e.g., aerial lifts, earthmovers, generators). Rate Negotiation: Assist in negotiating short-term and long-term rental rates, including delivery fees and damage waivers, to ensure project cost-efficiency. Availability Management: Maintain real-time knowledge of vendor inventory levels to prevent project delays during peak seasons or high-demand periods. Vendor & Field Coordination Rental Support: Coordinate rental equipment, manage maintenance and repair, and resolve discrepancies. Deployment Scheduling: Coordinate the precise delivery and pickup of equipment to job sites, aligning with project milestones and field crew schedules. Site Logistics: Streamline communication for any site-specific delivery requirements, such as gate access, narrow entry points, or specific drop-off zones. Uptime and Burn Rate: Minimize the hours field crews spend waiting for equipment and reduce idle time costs (e.g., paying for equipment that isn’t being used). Financial Stewardship & Cost Control Asset Tracking: Monitor "On-Rent" reports daily to identify idle equipment and ensure items are "Off-Rent" immediately after use to stop billing. Invoice Reconciliation: Review recurring rental invoices, ensure rates match the original quotes, and resolve discrepancies with vendors. Purchase Order: Prepare, issue, and administer purchase orders, ensuring compliance with contractual terms and applicable regulations. Risk & Compliance Safety Compliance: Ensure all rented equipment meets OSHA and company safety standards and verify that necessary maintenance records or certifications are provided by the vendor. Insurance Verification: Ensure all vendors have up-to-date COIs (Certificates of Insurance) on file before equipment is deployed to a job site. Administrative and Systems Management ERP Maintenance: Enter and manage rental purchase orders (POs) in the internal system, ensuring costs are coded to the correct job numbers and phase codes. Reporting: Generate weekly or monthly utilization reports for project managers to show equipment spend versus budget. What You Need to Succeed at McKinstry At least two years of relevant experience in supply chain logistics, coordination or a related field An AA degree is preferred. Navigate complex schedules and respond to urgent field requests in real time. Take a decisive approach to resolving equipment malfunctions or delivery delays. Act as a high-trust liaison between external vendors and internal project teams. Source specialized equipment during peak demand or shortage periods. PeopleFirst Benefits When it comes to the basics, we have you covered: Competitive pay 401(k) with employer match and profit-sharing plan Paid time off and holidays Comprehensive medical, prescription, dental, and vision with low or zero deductible options and low out of pocket maximums People come first at McKinstry, and we go beyond the basic benefits with: Family formation benefits, including adoption and IVF assistance Up to 16 weeks paid parental leave Transgender inclusive benefits Commuter benefits Pet insurance Building Good paid community service time Learning and advancement opportunities via McKinstry University McKinstry Moves onsite gyms or reimbursement for remote workers See benefit plan documents for complete details. If you’re driven by our vision to build a thriving planet together, McKinstry is the place to build your career. The pay range for this position is $25.00 - $41.00 per hour; however, base pay offered may vary depending on job-related knowledge, skills, and experience. This position is considered non-exempt and will be paid hourly. A bonus may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, dependent on the position offered. Base pay information is based on market location. The McKinstry group of companies are equal opportunity employers. We are committed to providing equal employment opportunities to all employees and qualified applicants without regard to sex, gender identity, sexual orientation, age, race, color, creed, marital status, national origin, disability, veteran status, genetic information or any other basis protected by law. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment, and training. This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity. McKinstry is a drug-free workplace. Employment is contingent upon successfully passing a pre-employment drug and alcohol test, complying with the requirements of the Immigration Reform and Control Act and a Confidentiality Agreement, in addition to successful outcomes of background and reference checks. Applicants for this role will only be considered if they possess current US Work Authorization, and do not require employer-sponsored VISA support to begin or remain in this role. #J-18808-Ljbffr McKinstry Company