Sales and Rental Coordinator

Road Machinery and Supplies Co.. • Savage, MN

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About The Position

Road Machinery & Supplies (RMS) is seeking a highly organized, customer-focused Sales & Rental Coordinator to support construction equipment sales and rental operations in Central and Southern Minnesota. The role may be based at either the Savage or Centerville location and serves as a coordination point between customers, Territory Managers, suppliers, and internal teams. The coordinator supports accurate rental contracts, equipment orders, timely invoicing, and responsive customer service. The position contributes to customer satisfaction, equipment sales and rentals, operational efficiency, and profitability.

The role includes administering rental contracts and records; processing and tracking equipment orders; communicating with suppliers, customers, and Territory Managers; supporting billing, collections, and vendor invoice coding; coordinating equipment preparation, transportation, and delivery; and providing administrative and reporting support to Territory Managers. The coordinator also supports rental counter activities, cross-regional coverage, and continuous process improvement.

Requirements

• Experience in sales coordination, rental operations, dealership administration, customer service, or a related role.
• Exceptional organization and multitasking skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong customer service orientation.
• Proficiency with Microsoft Office, ERP systems, DocuSign, and business software applications.
• Ability to analyze information, solve problems, and manage multiple priorities.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality and handle sensitive information professionally.

Nice To Haves

• Associate degree in Business, Management, or a related field; equivalent experience will be considered.
• Experience in heavy equipment, construction equipment, or the dealership industry.

Responsibilities

• Prepare and manage rental contracts from start to finish, ensuring required documentation, including COIs and DocuSign approvals, is complete.
• Coordinate equipment returns, inspections, and rental contract closeouts.
• Maintain accurate customer and contract records.
• Process equipment orders and verify pricing, shipping, and order details.
• Track order status, coordinate with suppliers to meet delivery commitments, and resolve order or invoice discrepancies while maintaining documentation.
• Communicate delivery updates and issues to Sales Managers.
• Serve as a key point of contact for customers and Territory Managers and respond to inquiries about rentals, orders, billing, and equipment availability.
• Escalate customer issues when needed.
• Process rental, service, and damage-related invoices; review billing for accuracy and resolve discrepancies.
• Support collections activities and manage vendor invoice coding.
• Coordinate equipment preparation, transportation, and delivery schedules.
• Manage work orders and maintain visibility of fleet availability and inventory.
• Support rental counter activities and customer needs.
• Provide administrative and coordination support to Territory Managers.
• Prepare reports related to rental activity, open contracts, and equipment orders, ensuring timely and accurate reporting and adherence to company processes.
• Assist with cross-regional coverage and continuous process improvement.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree