Equipment Rental Coordinator

National Lift Truck•Franklin Park, IL

2d•Hybrid

About The Position

The Equipment Rental Coordinator is responsible for managing the rental process from initial customer inquiry to equipment delivery. This role involves coordinating rental orders, assisting customers and sales representatives with equipment selection, entering and maintaining accurate order information, communicating pricing and terms, and managing changes throughout the rental lifecycle. Additionally, the coordinator will monitor fleet availability, coordinate with service and transportation departments to ensure equipment readiness and timely delivery, and provide excellent customer service. The position also requires supporting sales and other departments, utilizing company systems like Salesforce and rental management software, and maintaining accurate documentation.

Requirements

Strong customer service and interpersonal skills.
Effective verbal and written communication skills.
Strong organizational skills and attention to detail.
Ability to manage multiple orders, customers, and priorities simultaneously.
Ability to work effectively when priorities and schedules change.
Ability to communicate professionally with customers and employees at all levels of the organization.
Strong problem-solving skills and the ability to identify solutions quickly.
Ability to work independently while contributing effectively within a team environment.
Willingness and ability to learn equipment types, applications, terminology, and rental processes.
Ability to learn and navigate multiple software platforms.
Basic computer proficiency and comfort working with electronic records and business systems.
Dependability, accountability, and consistent follow-through.
Ability to maintain professionalism in a high-volume, deadline-driven environment.

Responsibilities

Receive and respond to incoming rental inquiries and orders from customers, Inside Sales, Outside Sales, and other internal departments.
Acknowledge rental requests promptly and obtain all information necessary to process the order.
Coordinate the rental process from initial request through equipment delivery.
Assist customers and sales representatives in identifying appropriate equipment based on the customer's operational needs and equipment availability.
Enter and maintain accurate rental order information within company systems.
Verify rental dates, equipment specifications, customer information, jobsite information, delivery requirements, and other order details.
Communicate rental pricing, rates, fees, and applicable terms to customers in accordance with company guidelines.
Review open rental orders and follow up on outstanding information or action items.
Assist with rental extensions, exchanges, substitutions, off-rent requests, and other changes throughout the rental lifecycle.
Monitor rental fleet availability and equipment status.
Identify available equipment to fulfill current and upcoming rental orders.
Communicate equipment needs and priorities to the appropriate departments.
Coordinate with Shop Technicians and Service personnel to ensure equipment is inspected, serviced, prepared, and ready for scheduled rentals.
Identify potential equipment availability conflicts and communicate them promptly to the Rental Manager and appropriate Sales personnel.
Maintain accurate information regarding equipment availability, rental status, and scheduled commitments.
Coordinate with the Transportation team to schedule rental equipment deliveries and pickups.
Provide accurate customer, jobsite, equipment, and scheduling information to Transportation.
Confirm delivery requirements and timing with customers and internal departments.
Communicate schedule changes, delays, equipment substitutions, or other issues affecting customer orders.
Follow rental orders through delivery to help ensure customer commitments are met.
Provide professional, responsive, and solutions-oriented service to customers.
Build and maintain positive relationships with customers and internal business partners.
Respond to customer questions regarding rental equipment, availability, pricing, scheduling, and order status.
Address customer concerns promptly and escalate issues when necessary.
Maintain communication with customers throughout the rental process when circumstances or delivery expectations change.
Support National Lift Truck's commitment to providing excellent customer experience.
Partner closely with Inside and Outside Sales Representatives to support customer rental requirements.
Communicate rental opportunities, customer needs, equipment availability, and potential issues to Sales and Rental leadership.
Work collaboratively with Rental, Sales, Service, Parts, Shop, and Transportation departments.
Assist team members during periods of high rental activity and changing business priorities.
Support continuous improvement of rental processes and customer service practices.
Utilize Salesforce, Record360, rental management software, and other company systems to process, document, and track rental activity.
Maintain accurate and timely customer, equipment, pricing, and order information.
Document customer communications and rental activity as required.
Learn and effectively utilize new systems, technology, and processes implemented by National Lift Truck.