Rental Expeditor

Department: Machine Division (MAC) • Employment Type: Full Time • Location: DFW Metroplex • Reporting To: Carrie Pope

About the role

The Rental Expeditor supports equipment rental operations and ensures smooth execution within a multi-branch region. Acting as a key point of contact for rental customers, this role collaborates closely with Sales Reps to ensure a positive rental experience. The incumbent provides legendary customer service, coordinates day-to-day rental activities, maintains asset management, and supports the sales department's objectives to drive business growth. Daily practices include demonstrating alignment with the company's mission and core business values, collaborating with key internal and external resources, and participating in ongoing self-development.

Responsibilities

• Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with the company’s Vision, Values, and Mission.
• Provides excellent customer service by promptly responding to rental inquiries, including phone calls and voice messages.
• Contributes to the growth of the rental business by supporting rental sourcing, logistics solutions, and adhering to rental business processes.
• Collaborates with internal teams to ensure responsive rental availability and effective communication with customers.
• Consults with customers to determine rental rates and create rental agreements tailored to customer needs, whether walk-in or call-in.
• Facilitates end-to-end rental transactions (customer-facing, telephone, email, and online).
• Advises on rental equipment and services available to existing and potential customers.
• Administers HOLT’s policies and processes to control and maintain physical assets.
• Analyzes assets to ensure efficient allocation of resources.
• Assists customers in selecting the proper rental machine based on application and equipment performance requirements.
• Generates quotes for rental opportunities and follows up on business leads to ensure timely fulfillment.
• Works closely with Sales Reps, transportation dispatch teams, credit, yard associates, and service departments.
• Verifies paperwork and contracts are accurate and complete.
• Ensures timely processing of rental agreements and compliance with all audit standards.
• Maintains freight billing and inventory reconciliation.
• Maintains and manages all rental agreements, ensuring signatures, accurate invoicing, credits, and call-offs, while adhering to audit standards.
• Manages internal and external purchase order requirements.
• Handles CAT Commercial account rental payments and credits during the rental period.
• Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent required; bachelor’s degree in a related field preferred.
• Minimum of three years of relevant experience in equipment rental or a related field required; three to five years of experience preferred.
• Knowledge of compact and heavy construction equipment, work tools, and configurations and their applications.
• Understanding of business accounting principles, particularly within a construction dealership environment.
• Strong verbal, written, and interpersonal skills for effective customer interaction.
• Advanced proficiency in MS Office Suite (Excel, PowerPoint, Word) and the ability to quickly learn new software applications.
• Demonstrated knowledge of selling, prospecting, overcoming objections, and closing sales with the ability to build long-term business relationships.
• Demonstrated ability to provide high-quality customer service and manage conflict in a professional manner.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines efficiently.
• Ability to analyze complex problems and implement effective solutions.

Physical Requirements

• The role involves extended periods of standing, walking, and occasional kneeling, crouching, and stooping.
• Requires constant movement and use of limbs, good manual dexterity, coordination, and stamina.
• Ability to occasionally move materials or equipment weighing up to 25 lbs.
• Must be able to react to visual, auditory, and other signals and visually inspect work.
• Must be able to ascend/descend ladders using both hands and feet.

Work Environment

• Primarily based in an office setting with controlled environmental conditions.
• Occasional outdoor work, including exposure to varying weather conditions such as heat, cold, and humidity.
• Frequently works in a fast-paced setting with unscheduled interruptions.
• Up to 10% travel within the region may be required.

Benefits

• Competitive salary.
• Comprehensive and robust benefits program that includes complete health care, 401(k) matching & Profit-Sharing plan (ROTH and traditional), paid holidays, and a front-loaded PTO program.
• Tuition Reimbursement program to support the pursuit of accredited college courses.
• Employee development program with professional development staff to grow skills and build competencies for future opportunities.