Leasing & Rental Coordinator - De Pere, WI
About The Position
The Leasing & Rental Coordinator manages the daily administrative execution of WEL’s truck and trailer leasing and rental activities. The role ensures contracts, equipment readiness, assignments, deposits, customer records, driver transitions, and internal handoffs are accurate and timely. It removes routine administrative responsibilities from the Director of Leasing so the director can devote at least 80% of working time to revenue generation, account development, and sales. This is an individual-contributor role, not a sales leadership position. The coordinator prepares and maintains lease and rental documentation; coordinates equipment availability, readiness, assignments, deliveries, pickups, returns, and loaner units; maintains equipment and customer status records; supports driver and contractor transitions; tracks deposits and billing items; and administers LUMA and related records and reports. The role works closely with Operations, Shop, Safety, Accounting, and Leasing to prevent delays and downtime, handles routine customer questions, and escalates commercial decisions and unresolved issues to the appropriate owner. The position is full-time, on-site in De Pere/Green Bay, Wisconsin, and reports to the Director of Leasing. It is recommended as hourly/nonexempt, subject to HR/legal review, and has no direct reports. The coordinator does not independently set pricing or contract terms unless authority is delegated in writing.
Requirements
- Strong Excel skills.
- Strong recordkeeping, customer communication, follow-through, and cross-department coordination skills.
- Ability to manage multiple equipment movements and time-sensitive requests with minimal oversight.
Nice To Haves
- Two or more years of transportation, fleet, equipment rental/leasing, logistics coordination, or comparable administrative experience.
- Experience with lease/rental agreements, billing reconciliation, and transportation systems.
Responsibilities
- Prepare, issue, track, and maintain truck and trailer lease/rental agreements, extensions, renewals, returns, and supporting documentation.
- Coordinate equipment availability, assignment, condition, shop readiness, inspection status, delivery, pickup, returns, and loaner units with Shop, Operations, and Safety.
- Maintain a live equipment and customer status log, including unit, location, customer, contract dates, availability, and open actions.
- Coordinate driver and contractor onboarding and transitions related to leased or rented equipment, confirming required paperwork and system records are complete.
- Track deposits, rental start and stop dates, charges, credits, and billing exceptions; reconcile discrepancies with Accounting and escalate unresolved items.
- Administer LUMA and relevant systems, including documentation uploads, data integrity, and recurring leasing/rental reports.
- Handle routine customer questions and administrative follow-up; route quotes, pricing decisions, negotiations, and growth opportunities to the Director of Leasing.
- Coordinate daily with Operations, Shop, Safety, Accounting, and Leasing to prevent equipment delays and avoidable downtime.
- Maintain standardized checklists and document controls; identify recurring administrative bottlenecks and recommend improvements.
- Promptly escalate overdue equipment, missing paperwork, unpaid deposits, unresolved damage, and customer issues.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
