RENTAL OPERATIONS COORDINATOR

VERMEER GREAT PLAINS INC•Oklahoma City, OK

12d

About The Position

The Rental Operations Coordinator supports the Sales Department by coordinating rental workflow, equipment readiness, and customer communication throughout the rental lifecycle. This role serves as a primary point of contact for rental customers and ensures an efficient, accurate, and customer-focused experience by partnering closely with Sales, Service, Parts, Marketing, and Accounting to support equipment availability, contract execution, and operational compliance.

Requirements

Must be committed to and take a pro-active approach to our Company Mission, Vision and Values
Proficiency with CRM systems (IntelliDealer and/or Salesforce), rental software, and Microsoft Office
Strong verbal and written communication skills
Excellent organizational and multitasking abilities in a fast-paced environment
Demonstrated safe work habits
Customer-focused (internal and external) mindset with a professional and approachable presence
Working knowledge of equipment operations and mechanical functions
Ability to adapt to changing priorities and collaborate effectively across departments
Must be able to lift/push/pull up at least 50 lbs, stand, walk, use hands and fingers, handle, feel, reach with hands and arms, stoop, kneel, crouch or crawl, talk and hear 100% of the time
Ability to be exposed to extreme weather elements, including wet and/or humid conditions, extreme cold and extreme heat regularly
Ability to withstand moderate to high noise level in working environment regularly
Must be able to work overtime and/or weekends as needed
High School diploma/GED or vocational training/certification required
1 year of experience in equipment dealerships, rentals, construction, or industrial operations with heavy equipment operation experience; or equivalent combination of education and experience required
Valid unrestricted Driver's License required and the ability to maintain a valid unrestricted DL throughout employment; VGP will review motor vehicle records annually for all employees for whom driving a motor vehicle is an essential job function
Background check, pre-employment drug testing and clean driving record required

Nice To Haves

Bilingual a plus

Responsibilities

Customer Experience & Communication Serve as a primary point of contact for customer inquiries via phone, walk-in, and digital channels
Coordinate rental reservations, availability planning, scheduling, and contract documentation
Manage customer communication related to cycle billing, rental terms, and equipment status
Conduct safety walk-arounds and provide proper operational instruction at equipment pickup
Communicate rental damages to customers and sales associates within 24 hours of equipment return
Generate new rental and warranty leads while maintaining proactive follow-up with existing customers
Equipment & Inventory Management Monitor inbound and outbound rental and demo equipment to ensure accurate tracking and readiness
Ensure rental units are cleaned, fueled, inspected, and fully prepared prior to customer use
Maintain accurate machine condition reports and hour tracking documentation
Conduct routine lot inspections and inventory checks to ensure accuracy, organization, and professional presentation
Assist with new and used equipment make-ready, including staging, photography, tagging, and lot organization
Cross-Department Coordination Communicate closely with the Service Department regarding inspections, maintenance requirements, repair timelines, and equipment status
Partner with the Parts Department to coordinate attachments, accessories, and equipment readiness
Coordinate equipment pickups, deliveries, and transfers with drivers and third-party transportation providers
Collaborate with Marketing to ensure rental units are accurately represented online and support rental-focused campaigns and outreach initiatives
Systems, Compliance & Continuous Improvement Maintain accurate rental documentation and ensure CRM and rental management systems remain current
Identify workflow gaps, scheduling conflicts, or operational inefficiencies and proactively communicate solutions to leadership
Follow all safety rules and regulations while performing work assignments and adheres to all policies and procedures as specified in Employee Handbook
Stay current with the latest trends, standards, and skills required within your field and industry by continuously developing through your Individual Development Plans, etc.
Perform additional duties as assigned
Measure of success determined by established company guidelines, including but not limited to the ability to perform the above-mentioned duties, feedback from customers, ability to take guidance and direction from Manager professionally, and execute upon such feedback.