Rental and Equipment Coordinator

Knobelsdorff Enterprises•Goodhue, MN

3d•Onsite

About The Position

The Rental & Equipment Coordinator is responsible for managing equipment rentals and company-owned equipment across KE projects. Reporting to the Assets & Facilities Manager, this role serves as the primary point of contact for rental equipment needs while supporting equipment tracking, maintenance coordination, inventory management, warehouse operations, and cost control initiatives. The ideal candidate is highly organized, proactive, and skilled at balancing urgent project needs with accurate documentation, strong vendor relationships, and operational efficiency. Success in this role requires strong organization, responsive communication, sound judgment, and a commitment to KE’s values of Safety, People, Passion, and Performance.

Requirements

2+ years of experience in equipment rentals, asset management, inventory control, logistics, fleet management, warehouse operations, facilities, or a related field.
High school diploma or equivalent.
Strong organizational, planning, and prioritization skills.
Ability to manage multiple projects and deadlines in a fast-paced environment.
Strong communication and relationship-building skills.
Proficiency in Microsoft Office applications, including Excel, Word, and PowerPoint.
Ability to work independently and collaboratively across departments.
Strong analytical skills with the ability to track costs, utilization, and performance metrics.
Ability to operate machinery and equipment as required.

Nice To Haves

Associate degree in Business Administration, Facilities Management, Supply Chain, Logistics, or a related field.
Experience with equipment tracking, rental management, fleet, or inventory software systems.
Experience creating reports, dashboards, and performance metrics.
Knowledge of equipment maintenance, inspection, and lifecycle management practices.

Responsibilities

Serve as the primary point of contact for equipment rental needs from initial request through final return.
Partner with Operations, Project Management, field teams, and the Assets team to forecast demand, confirm equipment specifications, and align rentals with project schedules.
Source equipment, compare quotes, negotiate rates and terms, and maintain productive vendor relationships.
Coordinate reservations, purchase orders, deliveries, pickups, transfers, extensions, and off-rent activities.
Maintain complete rental records, including contracts, rates, project assignments, locations, dates, inspections, and return documentation.
Monitor utilization, idle time, transportation charges, fuel charges, damage fees, and other rental costs; investigate and resolve invoice discrepancies.
Conduct routine job site reviews to confirm rented equipment is present, actively used, properly maintained, and still required.
Compare rental options with available company-owned equipment to identify the safest and most cost-effective solution.
Prepare dashboards and recurring reports on rental spend, utilization, vendor performance, equipment costs, and realized savings.
Verify that rental equipment meets company safety requirements and that required inspection, service, and return-condition records are complete.
Improve rental processes to reduce downtime, avoid unnecessary extensions, strengthen accountability, and lower total equipment costs.
Create and update inventory records, including part numbers, descriptions, quantities, and storage locations.
Investigate and report inventory discrepancies, damaged goods, and losses.
Coordinate with procurement, operations, and project teams to align stock levels with demand.
Maintain an accurate inventory of company-owned equipment, including asset identification, assigned custodian, location, condition, availability, warranty status, and service history.
Manage equipment check-out, check-in, transfer, and return processes to support accountability and verify condition.
Receive, document, assess, and prioritize repair requests based on equipment condition, operational impact, safety risk, warranty coverage, and project needs.
Coordinate troubleshooting, diagnostics, repairs, calibration, inspections, and required servicing with internal technicians and qualified service vendors.
Develop and administer preventive maintenance schedules based on manufacturer recommendations, operating hours, regulatory requirements, and company standards.
Track scheduled and completed maintenance, open repairs, parts availability, equipment downtime, estimated completion dates, and return-to-service status; communicate updates to affected teams.
Maintain complete equipment records, including manuals, warranties, inspection reports, work orders, service documentation, repair costs, and vendor invoices.
Verify repairs and maintenance are completed and documented, required inspections are current, and equipment is safe and ready for service before release.
Review repair estimates and invoices, monitor maintenance costs and recurring failures, and support repair-versus-replace recommendations using cost, reliability, safety, and utilization data.
Coordinate equipment requests, schedules, and transfers between jobsites, with primary support for the Energy division.
Monitor utilization and identify opportunities to meet project needs with reliable company-owned equipment instead of rentals.
Conduct routine field audits to confirm equipment condition, inspection status, maintenance compliance, proper use, and record accuracy.
Partner with Operations, Project Management, Safety, Procurement, and the Assets team to improve equipment reliability, availability, lifecycle planning, cost control, and accountability.