Rental Coordinator / Branch Assistant

Herc-U-Lift, Inc.•Prairie du Chien, WI

3d•$20 - $25

About The Position

The Rental Coordinator / Branch Assistant provides administrative and operational support to ensure efficient day-to-day branch operations. This role supports service, parts, sales, and rental functions within a material handling dealership environment. This position serves as a primary point of contact for customers, assists with equipment rentals, coordinates administrative processes, and supports branch operations. The ideal candidate is organized, detail-oriented, customer-focused, and comfortable working in a fast-paced, team-oriented environment.

Requirements

Strong organizational and multitasking skills
Excellent communication and customer service skills
High attention to detail and accuracy
Strong computer skills and proficiency with Microsoft Office (Outlook, Word, Excel)
Ability to work in a fast-paced, fluid environment
Strong time management skills
Ability to work cross-functionally with multiple departments
Knowledge of material handling equipment preferred
Must be comfortable operating material handling equipment.
High school diploma or equivalent
1–3 years of administrative, customer service, or related experience preferred
Experience in a dealership, service, construction, equipment, or material handling environment preferred
Experience supporting service operations or work order systems preferred
NetSuite experience preferred

Responsibilities

Provide general administrative support to the Branch Manager and branch team
Answer and direct incoming phone calls and greet customers and visitors professionally
Maintain branch filing systems, records, and documentation (electronic and paper)
Prepare reports, correspondence, and internal communications as needed
Maintain office supplies and coordinate office needs
Assist with onboarding administrative tasks for new branch employees
Contribute to maintaining a professional and organized branch environment
Open, process, and close service work orders in the system
Assist with technician scheduling and documentation coordination
Ensure accurate entry of service details and customer information
Maintain service records and support warranty documentation as needed
Assist with parts order entry, processing, and tracking paperwork
Coordinate parts receiving documentation and internal distribution
Support inventory accuracy and recordkeeping
Assist with invoice preparation, processing, and submission for rentals
Support accounts receivable follow-up as directed
Ensure accuracy of billing documentation and supporting records
Serve as a point of contact for customer billing questions
Serve as a primary point of contact for customers to determine equipment needs
Perform inside sales duties to qualify customer equipment requirements
Determine equipment availability and coordinate with dispatch and service departments
Partner with third-party rental providers when necessary to secure additional equipment
Forward sales leads and incoming inquiries to the sales team
Create rental contracts and orders in NetSuite
Coordinate equipment transportation and third-party freight
Communicate equipment availability and rental status to customers
Assist customers with minor operational questions
Ensure equipment is ready for rent
Coordinate freight haulers and incoming shipments
Load and unload equipment and freight as needed
Assist with delivery and pickup of equipment when needed
Wash trucks and equipment as needed
Follow all company safety policies and procedures
Other duties as assigned