Rental Equipment Coordinator- Heavy Civil Infrastructure

S&B Usa•Brownsville, PA

About The Position

The Rental Equipment Coordinator keeps the Equipment Group’s rented and owned equipment moving to the appropriate jobs at the right cost. Approximately 75% of the position focuses on rental equipment needs, including sourcing, scheduling, tracking, off-renting, and maintaining rental contracts and insurance certificates. Approximately 25% involves general accounting, including setting up rental units, establishing billing rates, pursuing purchase orders, coding equipment costs to jobs, and processing accounts payable for equipment vendors. The coordinator works with project managers, superintendents, Logistics, and vendors to meet equipment needs, manage rental costs, maintain accurate records, and support timely invoice processing. The work combines office duties with regular time in equipment yards and on jobsites.

Requirements

High school diploma or equivalent.
At least 2 years of experience in equipment rental, construction logistics, dispatch, purchasing, or construction accounts payable.
Working knowledge of common construction equipment, including excavators, loaders, lifts, telehandlers, compactors, generators, and light towers.
Working knowledge of accounts payable and job cost coding, with solid bookkeeping and math skills.
Proficiency with Microsoft Excel and Outlook.
Valid driver's license and a clean driving record.
Excellent organization, time management, attention to detail, and communication skills.
Ability to negotiate with vendors firmly and professionally.
Personable and outgoing demeanor, with the ability to multitask in a quickly changing environment.
Ability to walk on uneven terrain and climb onto equipment to read meters.
Ability to occasionally lift up to 50 lbs.

Nice To Haves

College degree or associate's degree in accounting, business, construction management, or supply chain.
Experience with construction ERP, accounting, or equipment-tracking software such as Viewpoint Vista, HCSS, Sage 300 CRE, or similar.
Existing relationships with regional rental vendors.
OSHA 10 certification.

Responsibilities

Receive equipment requests from project managers and superintendents; confirm specifications, required dates, and site access.
Coordinate with the Logistics department as needed.
Determine whether company-owned equipment or rental equipment is the best option based on availability and cost.
Obtain quotes from approved rental vendors, compare rates, issue purchase orders, and negotiate rates, extended-rental discounts, and delivery terms.
Schedule equipment deliveries, pickups, and transfers between jobsites; call off rentals promptly when work is complete.
Maintain an accurate log of rented equipment, including job, location, start date, rate, and expected off-rent date.
Produce weekly detailed project equipment listings and on-rent reports for project managers.
Track meter readings and fuel usage, and document equipment condition at delivery and return.
Handle equipment damage claims, breakdowns, and replacements with vendors.
Maintain rental agreements, certificates of insurance, and inspection records.
Identify long-term rentals where purchasing or reallocating company-owned equipment could reduce costs.
Code rental, equipment, trucking, fuel, and repair costs to the correct job, phase, and cost code.
Review job cost reports with project managers and correct miscoded charges.
Prepare internal equipment charge-outs to jobs for company-owned equipment.
Support month-end close by preparing accruals for open rentals and unbilled charges.
Receive, log, and enter equipment vendor invoices into the accounting system.
Match invoices with purchase orders, receiving records, and actual on/off-rent dates before approval.
Route invoices for approval and help ensure vendors are paid on time.
Resolve vendor billing discrepancies, damage charges, and credits.
Reconcile vendor statements and fuel card statements monthly.
Keep vendor files current, including W-9s, certificates of insurance, and lien waivers.
Answer vendor questions about payment status.