Rental Coordinator

Tellus Equipment Solutions•San Antonio, TX

2d•Onsite

About The Position

The Rental Coordinator ensures that the right equipment is available, functional, and delivered to the job site on time while accurately tracking contracts, billing, and fleet utilization. The role supports rental customers, outside sales representatives, drivers, and shop and yard teams to keep the rental fleet organized, profitable, and customer-ready. The position is full-time and based in San Antonio, Texas. It reports to the Rental Operations Manager and is classified as non-exempt.

Requirements

At least 1 year of experience in customer service, sales, logistics, or the construction or equipment rental industry.
Familiarity with compact construction equipment.
Strong computer literacy, including G Suite, Microsoft Office, or specialized rental management software.
Excellent communication, multitasking, organization, and problem-solving abilities.
Ability to work effectively in a team environment and coordinate with Sales, Service, yard, and delivery personnel.
High school diploma or equivalent.
Ability and willingness to work some Saturdays and additional hours as business needs require.
Ability to safely lift and move items weighing up to 25 pounds.

Nice To Haves

Post-secondary education in business, logistics, or administration.

Responsibilities

Greet walk-in and call-in customers and respond to inquiries by phone and email.
Provide equipment rental quotes, explain specifications and rates, and help customers select appropriate machinery for their projects.
Support outside sales representatives in retaining existing accounts and building relationships with new customers.
Process rental reservations, quotes, and contracts using company operating systems and rental management software.
Manage on-rent, off-rent, extensions, exchanges, and final contract close-outs.
Monitor rental periods to prevent unauthorized or unnecessary charges.
Coordinate equipment deliveries and pickups by dispatching drivers and setting clear timeframes with customers.
Source external vendor rentals when internal fleet inventory is unavailable.
Communicate daily with shop and yard teams to ensure returned equipment is inspected, cleaned, and rental-ready.
Track maintenance needs, safety inspections, and breakdown repairs with service personnel.
Maintain accurate records of equipment locations, utilization rates, status updates, and paper and digital files.
Review invoices, resolve billing and damage-fee discrepancies, and assist with basic cost analysis and reporting.
Adhere to company policies, procedures, safety requirements, and business practices.
Perform other duties as assigned.