Key Account Rental Coordinator

Major Projects•Oklahoma City, OK

5d•Hybrid

About The Position

Major Projects – Cat Rental is a new Caterpillar dealership in the US and Canada and we're hiring our founding operations team. The rental coordinator role will be the heart of how we coordinate rentals with our customers. If you're ready to build something from the ground up with the Cat brand behind you, this is the role. We are a new Cat Rental Dealer focused exclusively on the largest construction and infrastructure projects in the US and Canada. Our fleet is on order, leadership is in place, and we're actively pursuing opportunities. We need Key Account Rental Coordinators who can manage end-to-end rental execution across major projects with precision and operational excellence. The Key Account Rental Coordinator is responsible for managing end-to-end rental execution for major projects and key customer accounts. This role serves as a dedicated operational partner to assigned accounts, ensuring seamless coordination of equipment availability, pricing, logistics, billing accuracy, and service consistency across multiple project sites. The position plays a critical role in supporting contractual commitments, fleet utilization targets, and customer retention through proactive communication, precision, and operational excellence.

Requirements

Advanced knowledge of Caterpillar and allied equipment, applications, and rental use cases
Strong understanding of major project rental agreements, pricing models, and contract administration
High proficiency in RentalMan and other rental systems, with strong Excel and data skills
Excellent analytical, organizational, and problem-solving capabilities
Strong communication skills with the ability to manage complex customer relationships
Ability to prioritize and manage high-volume, high-value rental activity with precision
High School Diploma or GED required
3+ years of experience in equipment rental coordination, key accounts, or complex customer operations
Experience supporting major projects, multi-site, or contract-based customers strongly preferred

Nice To Haves

College degree or equivalent experience preferred

Responsibilities

Serve as the primary rental operations contact for assigned major projects and key customer accounts
Support customer contracts, rate structures, and service-level agreements (SLAs) across multiple project sites
Coordinate rental activity for multi-site projects, long-term rentals, and high-volume utilization programs
Partner closely with Strategic Account Executives, the local Cat Dealer, and internal stakeholders to ensure contract compliance
Anticipate customer needs and proactively address equipment availability, fleet rotation, and logistics challenges
Manage the complete rental lifecycle for major project accounts, including reservations, contracts, exchanges, off-rents, and final invoicing
Ensure accurate application of negotiated rates, freight terms, taxes, damage policies, and billing structures
Monitor and resolve discrepancies related to pricing, freight, invoicing, or contract deviations
Ensure all rental agreements are current, properly authorized, and executed in accordance with key account terms
Coordinate equipment sourcing across the Major Projects fleet and partner Cat Dealers to meet customer demand
Monitor fleet utilization, availability, and non-rentable status to support contractual commitments
Partner with the local Cat Dealer and shops to address service issues, condition standards, and swaps
Coordinate transportation, delivery, and pickup with internal transport teams while minimizing freight expense
Use mileage tools and routing logic to quote and control freight costs aligned with account agreements
Support inventory loss prevention through accurate documentation, tracking, and audit readiness
Maintain high standards of billing accuracy to support customer audits and compliance reviews
Ensure timely invoicing and expense recovery in line with negotiated account terms
Track and support resolution of overdue contracts, billing exceptions, and rental extensions
Input and analyze lost-rental data and utilization metrics related to key accounts
Support reporting related to utilization, revenue, fleet performance, and contract adherence
Act as a subject-matter expert and escalation point for major project rental transactions
Collaborate with sales, fleet, transport, and finance teams, and with the local Cat Dealer for service and parts, to ensure consistent account execution
Support jobsite visits and customer meetings as needed to strengthen operational relationships
Mentor and support other rental coordinators on complex or high-value account activity
Promote best practices, process consistency, and continuous improvement across rental operations