Rental Administrator

Raymond West is committed to providing customers with end-to-end warehouse solutions, including industry-leading expertise in lift trucks, racking, conveyor, dock and door, rentals, parts, and service.

About the role

The Rental Administrator is responsible for pricing, processing, auditing, documentation, and collaborating with inter-departmental teams to ensure accuracy and smooth operations.

Responsibilities

• Coordinate and process internal and external rental requests and general inquiries.
• Ensure proper equipment is delivered, picked-up, properly serviced, and invoiced.
• Source equipment by collaborating with customers to determine their material handling equipment needs and provide appropriate recommendations.
• Follow up on customer rental requests via email or phone in a timely manner.
• Provide and receive rental documentation.
• Maintain daily upkeep of numerous files.
• Communicate directly with customers, sales representatives, and Customer Care Managers.
• Prepare rental agreements, ensuring all necessary documentation is completed accurately and in a timely manner.
• Schedule and coordinate delivery and pick-up of rentals, including batteries and chargers with logistics.
• Communicate with customers and sales force regarding problems or concerns related to the Rental Department.
• Cross-train to assist others in the department as needed.
• Be familiar with the specifications and functions of all equipment in the rental fleet.
• Recommend rental needs and opportunities.
• Compile reports: utilization, sales commissions, payables.
• Coordinate billing through correct accounts and other major/national accounts as required.
• Track rental fleet (trucks, batteries, and chargers) through verified documentation, GPS Samsara detail, and ARK (Asset Record Keeper).
• Maintain control of all sublet rental equipment.
• Carry out other duties and projects as assigned by the Rental Supervisor.
• Select forklifts, batteries, and/or chargers in the warehouse.
• Check in with local service centers for updates on rental preps.
• Audit returned rental equipment for damages and follow the process for customer billing for damages.
• Manage sub-rent and re-rent processes.
• Handle equipment swaps (renewed, rental, power).
• Use Samsara GPS for comprehension and tracking.
• Process and track RTO/LTR/Usage and call-offs.
• Perform audit functions within the department for documentation, inventory, work orders, rental orders, and others as assigned.

Requirements

• High school diploma or equivalent.
• Six months of related experience and/or training; or equivalent combination of education and experience.

Skills

• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Proficient in Microsoft Office Suite and similar software.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to speak effectively before groups of customers or employees.
• Maintain effective working relationships with employees, co-workers, and managers in other departments.
• Willingness to work off-hours as specific needs dictate and assume more responsibility as required.
• Ability to fulfill essential job functions in a consistent state of alertness and safe manner.
• Willingness to comply with the employee handbook.

Physical Requirements

• Sedentary and desk-bound position.
• Prolonged periods of sitting at a desk and working on a computer.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Occasionally required to climb or balance, stoop, kneel, crouch, or crawl.
• Occasionally required to lift and/or move up to 25 pounds.

Pay

The hourly range for this position is $21.00 - $27.00. The specific pay offered may be influenced by factors including the candidate’s relevant experience, education, and work location.

Benefits

• Medical, dental, and vision insurance.
• 401k with company match.
• Flexible spending accounts.
• Disability insurance.
• Life insurance.
• Personal time off.
• Holiday pay.