Portable HVAC Rental Coordinator & Dispatcher

Openwork•Stafford, TX

2d•Onsite

About The Position

Openwork is seeking an experienced Portable HVAC Rental Coordinator & Dispatcher for an established HVAC equipment company in Stafford, Texas. This direct-hire, full-time position oversees rental coordination, daily dispatch operations, driver supervision, and fleet readiness. The coordinator supports customers, works with warehouse and service teams, and helps keep equipment deliveries and pickups running smoothly. The role includes coordinating rental reservations, quotes, contracts, deliveries, returns, and records; assigning drivers and managing schedules and routes; overseeing vehicle and equipment inspections, maintenance, and readiness; and serving as a primary customer contact. The coordinator may assist with basic portable HVAC troubleshooting using approved procedures and arrange technical support, service calls, or equipment replacements. The position pays $50,000–$65,000 annually and follows a Monday–Friday schedule from 7:30 AM to 3:00 PM. The posting describes a collaborative team environment and an opportunity for professional growth.

Requirements

Experience in dispatch, fleet management, rental coordination, logistics, or related operations.
Experience coordinating drivers, deliveries, and daily schedules.
Strong organizational, multitasking, and problem-solving skills.
Ability to supervise drivers and coordinate multiple assignments.
Strong customer service and communication skills.
Ability to prepare contracts, maintain records, and track orders accurately.
Proficiency with Microsoft Office, email, spreadsheets, and dispatch or order-entry systems.
Ability to work effectively with warehouse, service, sales, and accounting teams.
Dependable, detail-oriented, and comfortable working in a fast-paced environment.

Nice To Haves

Experience managing equipment, vehicle maintenance, or rental operations.
Familiarity with portable HVAC equipment or equipment rentals.

Responsibilities

Coordinate equipment rentals, reservations, deliveries, and returns.
Prepare rental quotes, contracts, extensions, and required paperwork.
Confirm customer information, jobsite details, and equipment requirements.
Track rental availability, equipment status, and rental schedules.
Maintain accurate records and coordinate billing information.
Schedule and coordinate daily deliveries, pickups, and service calls.
Assign drivers, plan routes, and manage daily dispatch operations.
Supervise driver schedules, attendance, performance, and safety procedures.
Monitor deliveries and communicate scheduling changes or delays.
Coordinate with warehouse and service teams to meet customer needs.
Oversee vehicle and trailer inspections, maintenance, and readiness.
Coordinate preventive maintenance and necessary repairs.
Ensure rental equipment is inspected, tested, and ready for delivery.
Maintain accurate vehicle, equipment, and maintenance records.
Promote safe driving, loading, unloading, and equipment handling.
Serve as a primary contact for rental customers and answer questions about rentals, deliveries, and returns.
Assist with basic portable HVAC troubleshooting using approved procedures.
Coordinate technical support, service calls, and equipment replacements.
Resolve customer concerns professionally and efficiently.