Equipment Specialist

Position Summary

The Rental Coordinator - Equipment is responsible for coordinating equipment rental orders while serving as a key point of contact for internal teams and external customers. This role supports the full rental lifecycle including quoting, order entry, equipment availability coordination, logistics execution, billing readiness, and issue resolution. The position requires strong attention to detail, customer service skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Rental & Equipment Coordination

• Coordinate rental orders for equipment, ensuring accuracy from quote through return.
• Verify equipment availability, condition, and location in coordination with yard, logistics, and operations teams.
• Support equipment movements including transfers, mobilizations, demobilizations, pickups, and returns.
• Ensure equipment is assigned appropriately based on customer requirements, job scope, and timelines.

Order & Pricing Support

• Assist with rental quotations in accordance with company pricing guidelines.
• Review rental orders for completeness and accuracy prior to fulfillment.
• Monitor rental orders for potential margin, billing, or operational risks and escalate as needed.

Customer & Internal Communication

• Serve as a primary point of contact for customers regarding rental status, equipment availability, and order changes.
• Coordinate closely with Sales, Yard, Logistics, and Operations teams to ensure smooth execution of rental orders.
• Communicate schedule changes, delays, shortages, or issues proactively to internal and external stakeholders.

Documentation & Systems

• Enter, maintain, and update rental orders accurately in company systems.
• Ensure equipment rental documentation is complete, including delivery tickets, return confirmations, and billing readiness.
• Track equipment utilization, rental durations, and return timelines.

Problem Resolution

• Identify and resolve rental-related issues including equipment shortages, scheduling conflicts, or order discrepancies.
• Support escalation and corrective actions to minimize customer impact and operational disruption.

Continuous Improvement

• Assist with process improvements related to rental coordination, equipment utilization, and customer service workflows.
• Support cross-functional initiatives aimed at improving efficiency, accuracy, and customer experience.

Qualifications

Required

• High school diploma or equivalent required.
• Previous experience in rental operations, logistics, equipment coordination, or customer service preferred.
• Strong organizational skills with the ability to manage multiple rental orders simultaneously.
• Proficiency with Microsoft Office (Outlook, Excel) and ERP/rental management systems.
• Excellent communication skills with internal teams and external customers.

Preferred

• Experience working with construction, industrial, or rental equipment.
• Knowledge of equipment rental lifecycle and logistics coordination.
• Familiarity with margin awareness or rental financial review processes.

Physical / Work Requirements

• Ability to work in a fast-paced operational environment.
• Occasional travel to yards or job sites may be required.
• Ability to manage fluctuating workloads and shifting priorities.