Rental & Service Coordinator

Stephenson Equipment Inc • Manassas Park, VA

just now • Onsite

About The Position

SEI is looking for a Rental/Service Coordinator to support rental operations while also helping coordinate service-related customer needs, work order communication, equipment readiness, and follow-up at the branch. As a key member of our team, you'll coordinate rental equipment availability, deliveries, returns, customer rentals, service write-ups, repair status updates, and supporting documentation. You'll work closely with sales, service, transportation, technicians, and branch personnel to help maximize equipment utilization, support timely service communication, improve customer satisfaction, and contribute to rental and service operations.

Requirements

• Strong customer service, communication, and relationship-building skills.
• Ability to manage multiple priorities in a fast-paced branch environment.
• Strong organizational and problem-solving abilities.
• Attention to detail and commitment to operational excellence.
• Ability to work independently and collaboratively with multiple departments.
• Basic proficiency with computers, business systems, and data entry.
• Minimum 1–3 years of experience in equipment rental, construction equipment, fleet coordination, logistics, customer service, sales support, operations, or a related field preferred.
• High School Diploma or GED required.
• Customer service, sales support, parts, dispatch, or administrative coordination experience preferred.
• Certificate from a technical school, vocational program, or related field preferred.
• Equivalent combinations of education, training, and experience will be considered.

Nice To Haves

• Experience in equipment rental, construction equipment, logistics, transportation, fleet management, dispatch, sales, or related industries preferred.
• Knowledge of construction or heavy equipment is a plus.
• Associate's degree or higher in Business, Operations, Logistics, Construction Management, or a related field preferred.
• Previous rental, fleet coordination, dispatch, customer service, or operations support experience preferred.
• Knowledge of equipment manufacturers such as JCB, LeeBoy, etc.
• Experience within the construction equipment industry is strongly preferred.

Responsibilities

• Support daily rental operations at one branch location.
• Coordinate daily rental activity with the rental technician and branch team.
• Coordinate equipment logistics, deliveries, returns, transfers, and demonstrations.
• Help organize equipment at the branch in the following categories: New, Trade In, Rent Ready, Rental Unavailable, Customer Owned – Repair Needed; Customer Owned – Repair Complete.
• Support rental activity by responding to customer inquiries and assisting with follow-up on rental opportunities.
• Help monitor rental fleet utilization and communicate opportunities to improve availability and revenue.
• Serve as the primary point of contact for rental customers and rental inquiries.
• Prepare rental quotes, contracts, invoices, and supporting documentation.
• Coordinate with sales representatives to support customer needs and rental opportunities.
• Work closely with service departments to schedule inspections, repairs, maintenance, and equipment readiness.
• Act as a service advisor by helping customers describe equipment concerns, repair needs, maintenance questions, and service expectations.
• Coordinate service write-ups, work order details, repair status updates, and communication between customers, technicians, and branch/service leadership.
• Follow up with customers on service progress, estimated completion timing, needed approvals, and equipment readiness to support a smooth service experience.
• Monitor equipment availability, location, utilization, and attachment inventory.
• Coordinate movement of rental equipment between the branch and customer jobsites.
• Ensure rental equipment is clean, inspected, and mechanically ready for delivery.
• Track inventory accuracy and maintain rental fleet records.
• Monitor and report lost rental opportunities.
• Assist with yard organization and rental fleet coordination initiatives.
• Deliver an exceptional customer experience every day.

Benefits

• Employee Stock Ownership Plan (ESOP)
• Competitive compensation.
• Comprehensive Medical, Dental, and Vision Insurance – Day 1.
• 401(k) with Company Match.
• Paid Time Off and Paid Holidays.
• Opportunities for growth and professional development.
• Stable, employee-owned organization with a strong reputation in the equipment industry.
• Supportive team environment with long-term career potential.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED