Rentals Administrator

CapWest Build•Vancouver, BC

4d•CA$45,000 - CA$65,000

About The Position

The Rentals Administrator will be responsible for various aspects of rental administration, including entering and tracking rentals and re-rentals in Texada, coordinating logistics with operations and dispatch teams, and maintaining organized records. This role also involves customer service, responding to inquiries, and liaising between customers and internal teams. Additionally, the administrator will handle billing and tracking for trucking and fuel charges, manage equipment data entry and accuracy in Texada, and provide general administrative support to the Rentals team. This includes assisting with filing, data entry, correspondence, and supporting special projects and reporting as assigned by the Rentals Operations Senior Coordinator. The position may involve the use of AI tools, requiring responsible usage in compliance with company policies and disclosure of AI-assisted work.

Requirements

High school diploma or equivalent required
Strong attention to detail and organizational skills
Proficiency with Microsoft Office (Excel, Word, Outlook)
Excellent verbal and written communication skills
Ability to multitask and prioritize in a fast-paced environment
Comfortable working both independently and as part of a team

Nice To Haves

Prior administrative, customer service, or data entry experience an asset
Experience with Texada or similar rental management software an asset, but not required

Responsibilities

Enter and track rentals and re-rentals in Texada, ensuring accuracy of contract terms, rates, and equipment details.
Coordinate rental pickups, deliveries, extensions, and returns with the operations and dispatch teams.
Maintain organized, up-to-date rental and re-rental files and records.
Respond promptly and professionally to customer inquiries regarding rental availability, pricing, and account status.
Liaise between customers and internal teams to resolve rental-related questions or issues.
Process, track, and reconcile billing for trucking and fuel charges.
Review invoices for accuracy and follow up on discrepancies.
Report on trucking and fuel costs to the Rentals Operations Senior Coordinator as required.
Enter new equipment into Texada, ensuring records are complete and accurate.
Support ongoing maintenance and accuracy of equipment data within Texada.
Provide general administrative support to the Rentals team as required.
Assist with filing, data entry, correspondence, and other clerical duties.
Support special projects and reporting as assigned by the Rentals Operations Senior Coordinator.