Rental Projects Coordinator

Pacific Mobile Structures•Chehalis, WA

6d•Onsite

About The Position

The Rental Project Coordinator (RPC) plays a critical role in ensuring accurate, timely, and efficient coordination of all rental activities for the branch. This position supports Sales, Operations, customers, vendors, and drivers by managing the full lifecycle of rental orders from quote support through on-rent, off-rent, and invoicing accuracy. The RPC ensures internal systems remain updated, customer communication is timely and professional, and deliveries and pickups are executed efficiently and accurately.

Requirements

High school diploma or equivalent required.
Minimum 2 years of experience in project coordination, dispatching or a related support role, preferably within construction, equipment rental or logistics.
Valid driver’s license required.
Demonstrate organizational, multitasking, customer service, and problem-solving skills with the ability to communicate professionally across departments and with customers while managing multiple priorities accurately and independently in a fast-paced environment.

Nice To Haves

Experience with modular construction projects.
Experience with billing systems, purchase order processing, or operational reporting.
Familiarity with Microsoft D365

Responsibilities

Coordinate and schedule deliveries, pickups, relocations, and service-related transportation activities while maintaining communication with customers, drivers, vendors, Sales, and branch personnel.
Generate and maintain accurate operational documentation, including delivery and move paperwork, Rental Orders (ROs), LUCI forms, change orders, vendor invoices, and customer records within company systems.
Ensure accurate processing and tracking of on-rent/off-rent activity, returns, billing information, and workflow statuses, including Prep to Ship (P2S) requirements.
Provide operational and administrative support to the Sales team by generating rental quotes, supporting customer inquiries, and coordinating rental activities throughout the project lifecycle.
Serve as a primary point of contact for customers regarding scheduling, delivery expectations, rental updates, and operational support needs.
Generate and manage purchase orders, review operational expenses and billing accuracy, and partner with Accounting to resolve invoice discrepancies, collections, and related financial issues.
Participate in branch operational meetings, provide KPI and scheduling updates, and support branch leadership with forecasting, compliance, and cross-functional operational processes.
Support overall branch operations by assisting with process improvements, workflow coordination, and additional operational or administrative projects as assigned.
Provide operational support during periods of high business volume or staffing shortages.
Assist with process improvement initiatives and workflow standardization efforts.
Support training and onboarding activities for new team members as needed.