Rental Equipment & Fleet Coordinator

Loenbro•Centennial, CO

4d•$70,000 - $80,000•Onsite

About The Position

The Rental Equipment & Fleet Coordinator is responsible for coordinating company equipment rentals from request through return, ensuring rental needs are properly documented, approved, sourced, scheduled, tracked, and closed out. This position supports operations by helping secure the right rental equipment at the right time while maintaining visibility into rental costs, utilization, vendor performance, and rental compliance requirements. The Rental Equipment & Fleet Coordinator reports directly to the National Equipment & Fleet Financial Controller and works closely with the Procurement Team and Regional Equipment & Fleet Maintenance Managers to support rental sourcing, vendor management, pricing compliance, purchase order accuracy, invoice validation, utilization tracking, rental cost control, and timely return of rental assets. This position serves as a key connection between Equipment & Fleet Operations, Procurement, and Fleet Finance to ensure rental decisions are operationally justified, financially controlled, and aligned with company standards.

Requirements

High school diploma or equivalent required
2+ years of experience in rental coordination, fleet administration, procurement support, equipment management, logistics, customer service, operations support, or related disciplines preferred.
Experience supporting construction, industrial, utility, energy, mining, or equipment-intensive operations preferred.
Strong organizational, communication, analytical, and follow-up skills.
Ability to manage multiple rental requests, changing priorities, vendor communications, and time-sensitive operational needs.
Strong attention to detail with a focus on financial accuracy and cost control.
Proficiency with Microsoft Office Suite, ERP systems, procurement systems, rental management systems, and fleet or equipment management platforms.

Nice To Haves

associate’s degree in business, Logistics, Supply Chain, Equipment Management, Finance, or a related field preferred.

Responsibilities

Manage rental equipment requests from operations, project teams, and regional leadership.
Verify equipment needs, availability, rental timelines, approvals, and delivery requirements.
Partner with Equipment & Fleet Managers to prioritize company-owned assets before sourcing rentals.
Maintain accurate rental records and provide timely updates to stakeholders.
Partner with Procurement to obtain competitive quotes, coordinate rental orders, and ensure compliance with purchasing standards.
Coordinate equipment deliveries, pickups, purchase orders, and vendor documentation.
Maintain vendor relationships and resolve pricing, availability, and service concerns.
Track active rentals, equipment locations, project assignments, and return dates.
Monitor rental utilization and coordinate extensions, transfers, and timely returns to minimize unnecessary costs.
Identify opportunities to reduce rental expenses and maximize company-owned equipment utilization.
Support the National Equipment & Fleet Financial Controller with rental spend tracking, invoice accuracy, reporting, and financial controls.
Review invoices against rental agreements, purchase orders, and quoted rates to identify discrepancies.
Partner with Procurement, Accounts Payable, and vendors to resolve billing issues.
Prepare rental cost, utilization, and savings reports as needed.
Maintain accurate rental agreements, purchase orders, invoices, and equipment documentation.
Ensure rental activities align with company policies, safety requirements, and procurement standards.
Support process improvements to increase efficiency, cost savings, and rental visibility.