Administrative Coordinator

Aston Carter • Frederick, MD

1d • $24 - $26 • Onsite

About The Position

The Coordinator plays a key role in supporting day-to-day operations by managing the full lifecycle of equipment rentals from start to finish. This position ensures that equipment is available, prepared, scheduled, delivered, billed, and returned in a timely and accurate manner.

Requirements

• 3–5 years of experience
• Industry knowledge or the ability to quickly learn this environment.
• Strong administrative skills, including being highly organized, detail-oriented, and an effective record keeper.
• Proficiency with Excel spreadsheets
• Proficiency with SAP or another ERP large system
• Strong customer service skills

Responsibilities

• Support all rental requests for both internal teams and customers
• Work with operations to make sure equipment is repaired and ready to go
• Coordinate deliveries and pickups with logistics
• Prepare quotes, create contracts, and manage billing and adjustments
• Review invoices and keep records organized
• Help with collections when needed
• Work with customers to confirm purchase orders and approvals
• Track equipment and complete inventory checks
• Find equipment when needed, both internally and from outside vendors
• Keep accurate records for all rental activity in company systems
• Update equipment status, notes, and details as needed
• Ensure returned equipment is properly processed and closed out
• Follow up on open rental opportunities and keep teams updated
• Review and approve vendor invoices for accuracy
• Respond to emails and requests in a timely way
• Support team members and help with shared tasks
• Provide reports to customers and internal teams as needed
• Assist with logistics coordination when required
• Review service-related charges for accuracy and proper documentation
• Work with leadership to plan equipment needs and future purchases

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed