Rental Project Coordination Manager

Pacific Mobile Structures, Inc.•Marysville, WA

1d•$80,000 - $90,000•Hybrid

About The Position

The Rental Project Coordination Manager leads the Rental Project Coordinator (RPC) function across all branches and is accountable for consistent, accurate, and timely execution of rental project coordination activities. This role manages the administrative and process-control engine that supports rental execution, including scheduling, documentation, billing coordination, compliance, and workflow consistency. The position helps ensure projects move smoothly from order initiation through closeout while maintaining a high standard of accuracy, accountability, and customer experience.

Requirements

High school diploma or equivalent required.
5-8+ years of experience in project coordination, operations support, administrative leadership, or related roles.
Experience leading, coaching, or mentoring team members in a fast-paced, process-driven environment.
Strong background in scheduling, documentation, workflow management, and operational coordination.
Strong organizational, prioritization, and multitasking ability.
High attention to detail and strong commitment to accuracy.
Strong written and verbal communication skills.
Process-oriented mindset with the ability to standardize work and reinforce accountability.
Ability to manage competing priorities in a high-volume environment.
Ability to clearly communicate business needs, workflow gaps, and process requirements to IT Development team.
Strong systems thinking with the ability to identify root causes, dependencies, and downstream impacts.
Ability to partner effectively with Sales, Operations, Accounting, IT / Systems, and branch leaders.

Nice To Haves

Bachelor's Degree preferred.
Experience serving as a liaison between operations/business teams and IT, systems, or development teams preferred.
Experience participating in process improvement, system enhancement discussions, user acceptance testing, or workflow redesign preferred.
Experience working across multiple branches, functions, regions, or locations.
Experience supporting rental, construction, modular structures, operations, logistics, or field-service environments.
Experience using performance metrics, reporting, or workflow data to improve team execution and process consistency.

Responsibilities

Leads, coaches, and manages a distributed team of Rental Project Coordinators across branches and regions.
Sets clear performance expectations, workload priorities, coverage plans, and accountability standards for the RPC team.
Provides onboarding, training, mentoring, and development support for RPC team members.
Oversees full lifecycle coordination of rental projects, including order setup, scheduling, relocations, pickups, off-rents, closeouts, and documentation control.
Ensures consistent execution of subcontractor scheduling, customer communication, project setup, changes, completion, and documentation management.
Owns and reinforces standardized RPC workflows across branches to improve consistency, compliance, accuracy, and execution quality.
Ensures adherence to contract, documentation, billing, job cost, purchase order, and compliance requirements.
Maintains clean, consistent, and auditable project records across systems and branches, including support for public works or prevailing wage activity where applicable.
Tracks and manages RPC productivity, project accuracy, completion timelines, error trends, escalation patterns, and compliance metrics.
Uses data and follow-up to identify recurring issues, process gaps, training needs, and improvement opportunities.
Partners with Sales on project initiation, project changes, and customer expectations.
Partners with Operations teams on delivery execution, scheduling alignment, and issue resolution.
Partners with Accounting on billing accuracy, job cost inputs, purchase orders, and financial tracking.
Partners with IT / Systems on system performance, issue resolution, workflow improvements, tool adoption, and reduction of manual workarounds.
Establishes and reinforces clear escalation pathways and resolves complex coordination issues that affect service, accuracy, or timing.
Supports special projects, reporting needs, process documentation, and other operational initiatives related to rental project coordination.
Participates in cross-functional meetings, system improvement discussions, and branch support activities as needed.
Performs other related duties as assigned.