Rental Coordinator

Rockstar Recruiting•Kansas City, MO

7d•Onsite

About The Position

We are a growing specialty utility equipment rental and upfitting company serving utilities, contractors, telecommunications companies, and infrastructure crews nationwide. We rent and sell bucket trucks, digger derricks, aerial equipment, and other specialized work trucks. Our focus is on fast delivery, clear communication, responsive service, and making sure customers always know where their equipment stands. We are looking for a highly organized and customer-focused Rental Coordinator to manage the day-to-day execution of rental transactions. This position plays a central role in keeping equipment moving, customers informed, contracts accurate, and billing organized. You will coordinate the rental process from initial quote and contract execution through freight, delivery, on-rent support, equipment return, and final billing. The ideal candidate is comfortable juggling multiple priorities, communicating with customers and transportation providers, handling detailed documentation, and solving problems before they impact the customer.

Requirements

2+ years of experience in rental coordination, equipment rental, dispatch, logistics, transportation, inside sales, or a similar operational role.
Strong organizational skills with the ability to manage multiple active rentals, deliveries, and customer requests simultaneously.
Excellent attention to detail, particularly when working with contracts, dates, rates, billing, and equipment documentation.
Strong written and verbal communication skills with a customer-focused approach.
Comfortable working with Microsoft Excel, Outlook, and other business software.
Ability to learn rental management, CRM, and equipment documentation systems quickly.
High school diploma or equivalent required.

Nice To Haves

Equipment rental, heavy truck, construction equipment, utility equipment, or transportation industry experience is strongly preferred.
Experience coordinating freight with third-party carriers or transportation brokers.
Knowledge of bucket trucks, digger derricks, cranes, aerial equipment, utility trucks, or similar specialized equipment.
Experience with Texada, HubSpot, Record360, or comparable rental and CRM platforms.
Familiarity with DOT transportation requirements and oversize/overweight permitting.
Experience working with Rental Purchase Option (RPO) agreements or equipment sales documentation.
Associate's or Bachelor's degree in business, logistics, supply chain, or a related field is an asset.

Responsibilities

Prepare, issue, and manage rental contracts and Rental Purchase Option (RPO) agreements.
Confirm rental rates, contract terms, delivery and return dates, insurance requirements, billing information, and applicable RPO terms.
Coordinate signatures and maintain complete documentation for every unit on rent.
Confirm customer credit approval and Master Rental Agreement requirements before equipment is released.
Process rental extensions, rate changes, equipment substitutions, and early returns while ensuring all changes are properly documented.
Coordinate inbound and outbound transportation using third-party carriers and freight brokers.
Obtain and negotiate freight quotes while confirming the appropriate transportation equipment, including lowboys, step decks, and RGNs.
Coordinate delivery and pickup schedules and provide customers with accurate, proactive updates.
Monitor shipments and address delays or transportation issues before they impact the customer.
Verify carrier documentation, insurance, permitting, and transportation requirements when applicable.
Coordinate return transportation when equipment comes off rent.
Review freight invoices against quoted rates and ensure transportation charges are accurately reflected on rental contracts.
Serve as a primary day-to-day contact for assigned rental customers.
Assist customers with equipment availability, rental extensions, equipment swaps, delivery questions, and general account needs.
Build strong working relationships with dispatchers, fleet managers, superintendents, purchasing teams, and other customer contacts.
Proactively contact customers before rental agreements expire to coordinate extensions or equipment returns.
Identify additional rental opportunities within existing accounts and communicate qualified opportunities to the sales team.
Assist with purchase orders, billing questions, and invoice discrepancies in coordination with accounting.
Maintain accurate equipment status within the rental system, including available, on rent, off rent, in transit, and in service.
Coordinate with service and fleet teams regarding equipment availability, preventative maintenance, DOT inspections, and unit readiness.
Ensure equipment condition documentation is completed before and after each rental, including photos, mileage, hour-meter readings, and damage documentation.
Support equipment damage reviews and billing when required.
Assist with month-end rental billing, contract reconciliation, prorated rentals, and open-contract cleanup.
Work within rental management, CRM, and equipment documentation systems to maintain accurate rental, customer, and equipment records.
Ensure information is accurate and consistent across contracts, customer accounts, and fleet records.
Follow established rental procedures while helping identify opportunities to improve workflow, communication, and efficiency.