11/24/2025
Heavy Equipment Rental Coordinator Job Summary:
The Heavy Equipment Rental Coordinator is responsible for overseeing the rental processes of heavy machinery and equipment. This includes managing customer and salesman inquiries, processing rental agreements, coordinating deliveries and returns, maintaining inventory records, and ensuring compliance with company policies and industry regulations.
The position requires excellent organizational and communication skills to manage relationships with customers, sales team and fellow employees.
Key Responsibilities:
Rental Management: Coordinate the rental process from initial inquiry to final equipment return.
Prepare and review rental contracts, ensuring terms are clear and mutually agreed upon.
Track and manage the scheduling and logistics of equipment deliveries and pickups.
Order TxDOT permits on an as-needed basis; Maintain credit card receipts for permits.
Maintain a comprehensive rental database, tracking rental durations.
Sales Support: Assist customers and sales team in selecting equipment for rentals and sales.
Generate quotes and process sales orders for new and used heavy equipment rentals.
Work with sales teams to ensure all orders are processed as quoted.
Customer Service: Respond to customer and sales team inquiries via phone, email, or in-person, providing guidance on equipment and rental processes.
Address and resolve customer issues or complaints related to equipment rentals.
Conduct regular inventory checks and assist with maintaining accurate inventory records.
Billing: Prepare and process rental invoices cycle billing.
Service Coordination: Work closely with the service department to ensure equipment is in good working condition and ready for rental or sale.
Requirements:
Administrative experience with excellent verbal and written communication skills, preferably within the heavy construction equipment or similar industry.
Proficiency in Microsoft Outlook, Word, and Excel.
Experience learning and working in different systems.
Has an aptitude for organization, maintaining workflows, and the use of office equipment.
Has a track record of being at work on time to support the business and customer needs.
Delivers high-quality work while communicating professionally, with respect and honesty.
Works on various tasks, loves challenges, and has a desire to learn and contribute to the team.
Takes pride in your work, strives for success, and effectively collaborates with peers and supervisors.
