Sales Administrator

HVAC RNTL•Irving, TX

About The Position

At HVAC RNTL, we move fast—delivering commercial HVAC rental solutions when and where they’re needed most. From one-ton spot coolers to large-scale chillers and cooling towers, our team responds with speed and precision, whether it’s a planned project or a 24/7 emergency. If you’re wired for problem-solving and thrive in a fast-paced environment, you’ll fit right in. Our people set us apart—and with locations across the U.S., there’s room to grow, take on big challenges, and make an immediate impact. The Opportunity We are seeking a dynamic, service-driven individual who thrives in working in a fast-paced, relationship-rich environment. In this role, the Rental Administrator will provide administrative support and coordination of the rental team. An ideal candidate will be customer service oriented, demonstrate excellent organizational skills and work well with others. Position requires a high level of correspondence with Field Service, Account Managers and Management.

Requirements

High School Diploma and three to five years of office administrative experience
Strong Microsoft Office skills including Word, Excel, PowerPoint, and Outlook
Ability to multi-task, prioritize and strong organizational skills are essential
Experienced in customer service, enjoy working both independently and in a fast-paced sales team environment
Ability to function in a team environment
Demonstrate ability to maintain a pleasant and cooperative temperament with internal and external customers
Excellent communication skills a MUST
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Mental stamina for problem solving and prioritizing multiple tasks.
Will be required to work in a field environment, multiple customer sites on a daily basis.
While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard reach with hands and arms.
The employee frequently is required to stand, walk, and sit.
The employee is continually required to climb or balance and stoop, kneel, crouch, or crawl.
The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Nice To Haves

Heating Ventilation Air Conditioning, Construction or Parts industry experience is a plus
Dynamics 365 experience preferred

Responsibilities

Responsible for generating and printing various assigned reports
Processing daily activities of short- & long-term rental orders and contracts including accurate & timely completion of paperwork
Weekly processing of Tech timesheets including validating time with work orders
Tracking of miscellaneous Tech costs (tools, uniforms, safety equipment, etc
Works in a team-based environment to share information and workload while ensuring customer satisfaction
Performs a variety of administrative duties to support the rental department operations ensuring compliance with company procedures and guidelines
Run AP/AR reports for Rental Salesman and provide additional data as needed
Interacts with internal and external customers in a cooperative and professional manner
Processing of Expense Reports
Coordination and training of all rental employees on Sycor and F&O systems
Maintain and update the “Out of Office” outlook calendar for all associates
Order and Proof Business Cards
Weekly ordering office supplies, receiving and distribution
Other duties as assigned.