Field Service Order Coordinator- Rental

About the Role

At Cogent, an employee-owned company, we’re seeking a bright, self-driven individual to help coordinate and schedule rental field service and shop repair work from start to finish. This position, based in our Fenton, MO facility, is ideal for someone passionate about operational excellence and collaborative teamwork. As an employee-owner, your contributions make a real impact, and your success is shared with the team.

Responsibilities

• Answer incoming rental calls, respond to inquiries, and assist field technicians and customers.
• Create, maintain, and track rental contracts.
• Verify customer account status, quote preparation, asset reservation/distribution.
• Maintain all documentation relating to the rental and sale of equipment.
• Maintain knowledge of all rental products, pricing and terms, sales and policies.
• Log, monitor, and record customer insurance and credit worthiness.
• Inventory control: Monitor, adjust, and correct equipment inventory records to ensure accurate and reliable information. Order additional inventory as needed to maintain adequate availability and fleet readiness.
• Daily participation in team meetings to review the activities for the day throughout the rental footprint.
• Coordinate with the rental team to schedule shop and field technicians for installs, repairs, service calls, and preventive maintenance.
• Work closely with technicians and sales to coordinate customer-owned and company-owned pump repairs, via check-ins, inspections, illustrated parts breakdowns, order entry management, parts ordering, repair quote generation, and interpreting and preparing technician reports for customer review.
• Coordinate trucking logistics for projects and internal branch transfers (includes LTL, hot shots, rollback trucks, flat beds, and hazmat).
• Assist in identifying best practices for information workflow and ordering proficiencies within the rental department.
• Build, develop, and grow vendor business relationships vital to the success of the rental department.
• Support the duties of the Rental Manager during periods when the Rental Manager is not available.
• Support other Order Coordinators at other locations with projects as needed.
• Assist the rental technicians and/or customers in rental equipment yard with loading and unloading during periods of high workflow.
• Follow safety policies and regulatory requirements, observe safety and security procedures, report unsafe conditions and use materials and equipment properly.
• Continually educate oneself to improve in operations and personal performance.
• Perform other duties as needed.
• Overtime may be required on short notice (55 hours per week may be required during high volume times).

Schedule

Office hours are Monday through Friday, 7:00 AM to 4:00 PM. This is a full-time, on-site position. Travel may be required for training; travel expenses will be covered by the company.

Requirements

• Strong working knowledge in rentals, invoicing procedures, customer service, and sales techniques.
• Strong problem-solving and time-management capabilities.
• Ability to communicate effectively (i.e., email, text, phone, verbal, spreadsheets) with excellent verbal and written communication skills.
• Proficiency in MS Office and Google Suite: including Word, Excel, Gmail, and Google Drive.
• Experience with ERP or scheduling software (Epicor P-21 preferred).
• Strong interpersonal and customer service skills.
• Ability to work both independently and in a team-oriented, collaborative environment, building strong working relationships and a positive work environment.
• Ability to effectively multitask, prioritize, and execute tasks in a high-pressure environment.
• Ability to conform to shifting priorities, demands, and timelines through analytical and problem-solving capabilities.
• Ability to elicit cooperation and defuse tension.
• Must be a self-starter, highly organized, and detail-oriented.
• Dependable: can be relied upon to consistently be present during normally assigned hours. A consistent physical presence at the office location during normal business hours is critical to ensuring customers can rely on our personnel for unplanned needs related to delivery or pickup of rental equipment.
• Adaptable to changes in the work environment, meets challenges with resourcefulness, and adjusts approach as needed to fit the situation.

Qualifications

• Commitment to Quality: Monitors and double-checks own work to ensure accuracy and thoroughness, displays commitment to excellence, and looks for ways to improve and promote quality.
• Customer-centric mindset: Strives for high customer satisfaction, goes out of the way to be helpful and pleasant, and makes it as easy as possible for the customer. Ability to establish and maintain effective relationships with customers.
• Initiative: Takes ownership of own work, does what is needed without being asked, and follows through.
• Professionalism: Reacts well under pressure, treats others with respect and consideration regardless of their status or position, and accepts responsibility for own actions.
• Efficiency: Plans and manages time well, is punctual, cost-conscious, and thinks of better ways to do things.
• Development: Receptive to feedback, willing to learn, and embraces continuous improvement.

Benefits

• Employee Ownership (ESOP).
• 401(k) with Company Match.
• Profit Sharing.
• Medical, Dental, Vision & Life Insurance.
• Generous PTO, Paid Holidays & Volunteer Time Off.
• Career Development & Advancement Opportunities.
• A Culture That Values Innovation, Collaboration, and Respect.