Rental Coordinator/Dispatcher

Aston Carter•Frederick, MD

2d•Onsite

About The Position

The Rental Coordinator oversees day-to-day rental operations for material handling and heavy equipment, ensuring that equipment is available, prepared, delivered, and billed accurately for internal and external customers. This role combines customer service, logistics coordination, and detailed administrative work, including contract setup, billing, collections support, and equipment tracking. The Rental Coordinator works closely with service, logistics, sales, accounts receivable, and vendors to provide a seamless rental experience while maintaining accurate records and reports in SAP and Microsoft Office.

Requirements

3–5 years of experience in dispatch or rental coordination.
Industry knowledge in heavy equipment or forklift/material handling.
Mechanical aptitude with the ability to understand equipment and basic service needs.
Proficiency with SAP for data entry and rental billing procedures. (Preferred)
Strong skills in Microsoft Office Suite, including Excel, Word, and related applications.
Ability to type approximately 40 words per minute for efficient data entry and documentation.
Strong administrative skills with excellent organization, attention to detail, and record-keeping abilities.
Comfort working with numbers and spreadsheets to manage billing, reporting, and tracking.
Demonstrated ability to provide high-quality customer service in a rental or logistics-focused environment.

Nice To Haves

Proficiency with SAP for data entry and rental billing procedures.

Responsibilities

Manage all rental opportunities for internal and external customers, providing responsive and professional service throughout the rental lifecycle.
Coordinate with the shop to ensure trucks and equipment are repaired, prepped, and ready for each rental, including leading a weekly call with the shop to review work-in-process and check-in status.
Collaborate with logistics to arrange delivery and pickup of all rental equipment in a timely and efficient manner.
Prepare and provide rental quotes, set up rental contracts, and handle all aspects of billing, credits, and rental abuse charges.
Review the daily rental invoice run and invoice review reports, and file all related documents in the appropriate locations for easy retrieval and audit readiness.
Assist the Accounts Receivable team with collections activities when requested, helping to resolve billing issues and secure payment.
Work with existing customers using rental equipment to ensure appropriate funding is in place on their purchase orders.
Track all rental equipment, perform inventory checks as required, and produce and review various rental reports to monitor utilization and availability.
Conduct equipment searches within the internal network and with outside vendors to source appropriate rental equipment when needed.
Maintain complete and accurate rental records, including open and closed contracts and all related billing procedures, with accurate data entry into SAP.
Maintain detailed equipment files reflecting equipment status, notes for all sections, upcoming opportunities, repair quotes, specifications, and other information relevant to the rental team.
Close out service management status on all returned equipment, coordinating with service, which maintains status for outgoing equipment.
Track rental opportunities to ensure timely follow-up by all parties, including sending a bi-weekly rental quote log email to the sales team for open quotes.
Review and approve all incoming vendor invoices for re-rent equipment, tracking and monitoring them to ensure correct and accurate billing from vendors.
Respond promptly and professionally to individual and group emails related to your territory, prioritizing communications as necessary.
Assist the other Rental Coordinator with duties as needed to support the overall rental team.
Run rental reports for customers upon request, review the information, and work directly with customers to address questions or issues.
Support the logistics coordinator as necessary to ensure smooth coordination of deliveries, pickups, and related activities.
Review daily service invoicing to the rental department, ask clarifying questions when needed, and return any invoices that lack proper documentation or backup for rental charges.
Work with the rental manager on equipment needs, including evaluating new truck orders, lease purchases, and power requirements to support the rental fleet.
Demonstrate strong administrative practices by maintaining organized records, accurate spreadsheets, and clear documentation to support rental operations.
Adjust work responsibilities as the role evolves and grows, maintaining flexibility and a proactive approach to changing business needs.