Rental Coordinator

Job Title: Rental Coordinator

Department: Rental

FLSA Status: Non-Exempt

Reports To: Area Rental Manager / Sr. Manager - Rental Operations / Director of Corporate Assets

Location: Nashville, TN

General Purpose of the Position:

The Rental Coordinator is responsible for supporting the day-to-day administrative and operational activities of the Rental Department to ensure efficient, accurate, and timely rental operations. This role coordinates rental contracts, equipment logistics, billing, vendor communication, and customer service while maintaining strong cross-functional collaboration to deliver excellent customer experience.

Essential Duties & Responsibilities:

• Serve as the primary point of contact for incoming rental department phone calls and emails.

• Respond to customer inquiries regarding equipment specifications, availability, delivery, pickup, and invoicing.

• Create and manage rental contracts, ensuring accuracy of customer, equipment, and shipping

information.

• Distribute rental contracts, quotes, credit applications, and insurance requirements to

customers.

• Coordinate rental agreements from creation through contract close-out.

• Generate and post rental invoices in accordance with contract billing cycles.

• Coordinate equipment deliveries and pickups with customers, Territory Managers, and internal

departments.

• Partner with the Transportation Department to ensure timely and accurate equipment

movement.

• Photograph equipment at rental check-out and return to document condition.

• Prepare and communicate equipment damage quotes and coordinate billing for avoidable

damage.

• Maintain accurate branch inventory records and activity reports.

• Create purchase orders for re-rented equipment and coordinate delivery and return with

vendors.

• Verify vendor invoicing aligns with re-rent contracts and resolve discrepancies.

• Collaborate with Accounting/Credit to establish new customer accounts and reconcile vendor

accounts.

• Code transportation invoices to appropriate accounts.

• Open and manage work orders related to rental check-in/check-out and preventive

maintenance.

• Maintain customer documentation, including insurance certificates and account records.

• Ensure rental equipment complies with OSHA and company safety standards.

• Report safety concerns or policy violations promptly to management.• Collaborate cross-functionally with Sales, Service, and Transportation to support customer needs.

• Meet deadlines and perform all responsibilities in a timely and accurate manner.

• Perform other duties as assigned.

Knowledge and Skills Required:

• High school diploma or equivalent required.

• 2+ years of customer service experience in a fast-paced environment required.

• Experience in the equipment rental or service industry preferred.

• Strong computer proficiency required.

• Experience with Microsoft Excel required.

Skills & Abilities:

• Strong organizational and time management skills.

• Ability to manage multiple priorities and adapt quickly in a fast-paced environment.

• High attention to detail and accuracy.

• Strong verbal and written communication skills.

• Ability to collaborate across departments.

• Proactive, solution-oriented mindset.

• Experience with Microsoft platforms such as Business Central (BC), Equipsoft, or Power BI

preferred.

• Customer-focused and professional demeanor.

Physical Demands:

• This position is primarily sedentary and performed in an office environment. The role requires

the ability to sit for extended periods while working at a computer, frequently use hands and

fingers for typing and operating standard office equipment, and communicate effectively

through speaking and hearing.

• Occasional standing, walking, bending, and reaching may be required, along with the ability to

lift and carry light items such as files or office supplies (up to 10–15 pounds). Visual acuity is

necessary to read computer screens and printed materials. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

Working Conditions:

Work Environment: Office with occasional warehouse exposure

Hours/ Shifts: Day Shift

Salary: TBD

Benefits: Company paid Medical, Dental, Vision, PTO and other benefits