Rental Coordinator (Levels I & III)

Rental Coordinator I

Responsible for day-to-day contract management to ensure contracts are entered timely, accurately, and with proper documentation; ensures customer invoices are issued in the same manner.

• Manages customer relationships including compliance and timely issuance of credits due to and from Mobile Air.
• Manages purchase order requests and documentation associated with subcontractor requirements for re-rent, labor, fuel, and freight.
• Utilizes ERP system reporting to ensure contract management and invoicing are performed efficiently and accurately.
• Uses Infor reporting to monitor never bills and extensions.
• Coincides with Sales and Operations on a regular basis to review open contracts, discuss status updates, and resolve issues.
• Verifies with customers via email or phone that invoices have been received by the proper party or uploaded to required customer portals.
• Provides customers with accurate reporting and documentation for billing purposes.
• Performs other duties as assigned.

Additional Responsibilities

• Takes a primary role in managing administrative requirements for Regional Major Projects, including customer invoice coordination and accuracy related to owned equipment, ancillary rentals, subcontracted labor, re-rented equipment, fuel, and freight.
• Takes ownership of assigned contracts, proactively identifying and resolving contract-related issues.
• Manages vendor purchase orders and ensures all costs are accurately captured and billed.
• Documents and manages ongoing contract changes as large projects evolve.
• Utilizes advanced reporting tools to identify contract, invoicing, extension, and accounts receivable issues.
• Coincides with branch fleet inventory setup, maintenance, and disposition activities within the ERP system under the direction of Regional Controllers.
• Aids in maintaining process accuracy and operational efficiency across branch and regional contract management functions.

Rental Coordinator III

• Takes a primary role in managing administrative requirements for Regional Major Projects, including customer invoice coordination and accuracy related to owned equipment, ancillary rentals, subcontracted labor, re-rented equipment, fuel, and freight.
• Takes ownership of assigned contracts, proactively identifying and resolving contract-related issues.
• Manages vendor purchase orders and ensures all costs are accurately captured and billed.
• Documents and manages ongoing contract changes as large projects evolve.
• Utilizes advanced reporting tools to identify contract, invoicing, extension, and accounts receivable issues.
• Coincides with branch fleet inventory setup, maintenance, and disposition activities within the ERP system under the direction of Regional Controllers.
• Aids in maintaining process accuracy and operational efficiency across branch and regional contract management functions.

Education/Skill Requirements

Rental Coordinator I

• Associate degree preferred; high school diploma or equivalent required.
• Three to five years of relevant work experience preferred.
• Ability to simultaneously handle multiple projects, tasks, and issues with tact, cooperation, and persistence.
• Experience with project accounting and financial principles is preferred.
• Proficient computer skills including Microsoft Word, Excel, Outlook, and SharePoint.
• Excellent communication skills via phone, email, and in person.

Rental Coordinator III

• Associate degree preferred; high school diploma or equivalent required.
• Six to eight years of relevant work experience preferred.
• Previous experience in rental coordination, contract administration, project accounting, or a related field.
• Advanced proficiency with Infor, CRM systems, reporting tools, and contract management processes.
• Demonstrated ability to manage complex projects, multiple priorities, and changing business demands while maintaining accuracy and timeliness.
• Excellent communication skills with internal departments, customers, and vendors.
• Ability to work additional hours during peak seasons and major project activity.

Benefits

• Competitive hourly pay
• Quarterly bonus opportunity
• Health, Vision, and Dental Insurance
• Life Insurance
• 401(k) with company match
• Paid time off (vacation, sick, and holidays)
• Career development opportunities
• Employee discount programs