Rental Coordinator

REIC • Missoula, MT

1d • Onsite

About The Position

Join a fast-growing, customer-focused equipment rental organization where your customer service expertise, organization and attention to detail truly make an impact. We're looking for a proactive, highly organized Rental Coordinator to support our sales, operations, and office teams. In this role, you'll play an essential part in ensuring our rental contracts, billing processes, and customer interactions run smoothly and professionally. If you thrive in a fast-paced environment, love working with both people and data, and enjoy being the "go-to" person who keeps operations on track-we want to meet you.

At REIC Rentals, we operate as a trusted leader in specialty equipment rental solutions across North America. With over 55 locations, we deliver high-performance equipment and expert support to meet the most demanding challenges. We're growing fast - expanding our reach, enhancing our technology, and continuously innovating to deliver efficient, sustainable, and customized solutions. Our goal is simple: to set new industry standards while ensuring our customers always have the best tools, expertise, and service - wherever and whenever they need it.

Requirements

• Professional demeanor with strong customer service and interpersonal skills.
• Familiarity with heavy equipment, and working with construction and/or contractors
• Proficiency in Microsoft Office (Excel, Word, Outlook) and ability to learn new systems quickly-experience with ERP is a plus.
• Proven ability to multitask, prioritize, and meet deadlines with consistent follow-through.
• Excellent communication skills, both written and verbal.
• High attention to detail, strong organization, and a proactive work style.
• Ability to work independently with minimal supervision as well as collaboratively in a team environment.
• High school diploma or GED required
• 2+ years of customer service and administrative experience, ideally within a rental services or heavy equipment or construction environment.

Nice To Haves

• post-secondary education preferred.
• Technical certification, associate's degree, or bachelor's degree is a plus.

Responsibilities

• Accurately coordinate rental billing activities and collaborate closely with sales and operations to resolve billing needs or issues.
• Work directly with customer A/P teams to ensure proper invoice distribution, including entering invoice details into customer portals when needed.
• Maintain complete, organized, and compliant internal files for rental contracts and all billable documents.
• Ensure timely and accurate data entry for all billing-related paperwork.
• Assist customers with billing questions, discrepancies, and requests-conducting research as needed to ensure accurate resolutions.
• Handle incoming customer calls and emails related to rental contracts, inquiries, and billing issues.
• Follow up with customers to ensure timely payment of invoices, review customer accounts each month, and provide account statements as needed.
• Partner with sales and operation teams to provide accurate rental and customer data.
• Support Finance in preparing for internal and external audits.
• Use RentalMan ERP and other systems to create and manage rental contracts, invoices, and customer payment records.
• Assist with administrative and data entry tasks and generate reports, as assigned.
• Contribute to ongoing and special projects-both independently and as part of a team.

Benefits

• Health, Vision, Dental, 401(k) with company match, Paid Life Insurance
• Generous PTO + company-paid holidays
• Growth-Focused Culture: We empower employees to take initiative and shape their future.
• Meaningful Impact: Your results directly fuel our mission of innovation and customer success.
• Collaborative Team: Join passionate professionals who support and challenge each other to excel.
• Career Development: Ongoing training, mentorship, and advancement opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED