Equipment Specialist

About the role

The Rental Coordinator – Equipment coordinates equipment rental orders and serves as a key point of contact for internal teams and external customers, supporting the full rental lifecycle from quoting to return.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Requirements

• 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 Qualifications

• 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.