Rental and Used Coordinator

About the role

The Rental and Used Equipment Coordinator manages the daily operations and overall performance of the Rental Department, while supporting inventory control and sales coordination within the Used Equipment Department. This role oversees a designated territory within the Industrial Division, collaborating and providing support across all Rental and Used Department teams.

Responsibilities

• Manage the overall performance of the Rental and Used Department, including supervising all cartage and truck drivers.
• Use sound financial judgment to make decisions impacting departmental performance.
• Monitor and manage rental equipment inventory in collaboration with the Rental Manager.
• Remain current on all equipment models, features, and industry developments.
• Locate and source equipment to fulfill customer rental requests.
• Process rental orders and prepare, administer, and review all rental contracts.
• Schedule and coordinate deliveries with internal cartage teams.
• Approve and process all invoices related to rentals in a timely and accurate manner.
• Review and authorize service requests, machine movement orders, and purchase orders.
• Prepare reports on fleet utilization, rental revenue, and equipment status.
• Aid in intake, inspection, and assessment of used inventory.
• Maintain and update used equipment listings in internal systems and on external platforms.
• Track used equipment conditions, required repairs, and refurbishment processes.
• Support the sales team by preparing used units for resale and assisting with necessary documentation.
• Serve as the primary point of contact for rental inquiries, order scheduling, and issue resolution.
• Communicate with customers regarding rental agreements, status updates, extensions, returns, and concerns.
• Conduct regular site visits to current and prospective customer locations to promote and generate interest in used equipment offerings.
• Identify opportunities to upsell or cross-sell used inventory based on customer operations and fleet requirements.
• Obtain and review customer Certificates of Insurance (COIs) to ensure compliance with company requirements.
• Manage and track COIs in accordance with established company policies and procedures.
• Follow up with customers as needed to maintain up-to-date and valid documentation.
• Resolve customer complaints or escalate issues as appropriate.
• Ensure all documentation, including contracts, inspections, and delivery receipts, is properly completed and filed.
• Assist walk-in customers with rentals and inquiries.
• Build strong customer relationships by understanding their equipment needs and providing tailored solutions.
• Support internal departments (sales, service, logistics) to ensure equipment readiness and customer satisfaction.
• Demonstrate strong organizational and multitasking abilities to meet deadlines and prioritize tasks.
• Accept and adapt to new duties or responsibilities as assigned by the Rental Manager.
• Contribute to a team-oriented work environment with a proactive and solutions-focused approach.

Requirements

• Valid driver’s license.
• Excellent written and verbal communication skills are crucial for negotiating contracts, interviewing new vendors, developing new inventory processes, and working with co-workers on stock inventory.
• Ability to manage and multi-task multiple projects at one time and in an efficient and timely manner.
• Proficient in Microsoft Office Suite.
• Ability to work under pressure, shift priorities in a changing environment, and self-direct with good business judgments.
• Ability to work overtime and have flexibility to accommodate the needs of the position.
• Travel to Fairchild Equipment locations, and customer site visits, as requested by Rental Manager; at least 25% annually.

Education and Experience

• Bachelor’s Degree in Business Administration or equivalent combination of education and work experience.
• 2+ years of experience working in rental coordination, equipment operations, or a similar role.