Rental Manager

About the role

Pengate Handling Systems is a full-service provider of material handling equipment and solutions, helping businesses move, store, and manage products more efficiently. We design, build, and install conveyors, automation systems, and custom storage solutions tailored to each client’s operational needs. Our projects improve workflow, boost productivity, and enhance safety, delivering real, measurable results. With expertise across industries, we combine engineering know-how with hands-on experience to create systems that solve complex challenges and keep businesses running smoothly. The Rental Manager will lead the day-to-day operations of the Rental Department, including team management, customer rental needs, equipment coordination, inventory, and overall department profitability, working closely with customers, Sales, Service, Dispatch, Accounting, and other internal teams to ensure rental and demo equipment is prepared, delivered, tracked, and returned efficiently.

Responsibilities

• Lead the Rental Team: manage, train, and develop a team of five or more Rental Department employees; coordinate daily schedules, workloads, and priorities; hire and onboard new employees and establish training and development plans; provide ongoing coaching, feedback, and performance evaluations; address employee performance and disciplinary matters in accordance with company policies; train new Rental Coordinators and ensure the team follows consistent processes; create and implement processes that improve efficiency, customer service, and department performance.
• Manage Rental Operations: work directly with customers to understand their needs and determine appropriate rental equipment; prepare rental quotes, contracts, and supporting documentation; ensure rental agreements include required signatures, purchase orders, and approvals; coordinate with Service team to ensure equipment is prepared and rental-ready; schedule and coordinate equipment deliveries, returns, setup, and teardown; respond promptly to customer phone calls, emails, and rental requests; maintain accurate customer and equipment records within company systems; manage rental equipment tracking reports and monitor equipment availability.
• Oversee Fleet & Inventory: receive new rental equipment and assign proper identification numbers; maintain accurate rental equipment files and system records; track rental fleet inventory through system records and physical counts; monitor leases and other fleet activity; ensure sold or salvaged equipment is properly removed from inventory and company systems; maintain accuracy and integrity of rental information within company systems; support annual inventory and audit processes.
• Coordinate Demo Equipment: partner with Sales and management on demo equipment requests and approvals; prepare required no-charge demo contracts and terms and conditions; coordinate equipment preparation through the in-house Service team; arrange delivery and return transportation for demo equipment; coordinate unloading, setup, teardown, and other equipment needs with Service Dispatch; monitor demo timelines and communicate with the Sales team to keep requests on schedule.
• Monitor Department Performance: monitor Rental Department profitability and operational efficiency; ensure customers are invoiced accurately and on time; work with Accounting on outstanding and past-due rental accounts; manage internal invoicing related to rental and demo equipment; prepare reports for management; monitor fleet utilization, inventory, and department performance; identify opportunities to improve processes, customer experience, and profitability; ensure the Rental team consistently meets or exceeds customer expectations.

Requirements

• 2–3+ years of relevant experience in rental operations, equipment rental, material handling, fleet management, logistics, or a related field.
• Previous management or leadership experience.
• Rental industry experience strongly preferred.
• High school diploma required; associate degree preferred.
• Ability to work for prolonged periods at a desk and computer.
• Ability to communicate frequently by phone, email, and in person.
• Ability to travel as needed.

Skills

• Strong customer service and relationship-building skills.
• Ability to remain calm and professional in a fast-paced, frequently changing environment.
• Strong organizational, problem-solving, and time-management skills.
• Ability to prioritize and manage multiple requests and deadlines simultaneously.
• Strong attention to detail and commitment to maintaining accurate records.
• Excellent verbal, written, and listening skills.
• Ability to work effectively with customers and cross-functional internal teams.
• Proficiency with Microsoft Office, including Excel, Outlook, Word, and PowerPoint.
• Experience working with CRM, ERP, rental management, inventory, or other business systems preferred.
• Ability to prepare reports and understand the financial performance of the department.

Benefits

• Comprehensive medical, dental, and vision insurance
• 401(k) plan with company match
• Paid time off and company holidays
• Opportunities for professional development and training
• Supportive and collaborative work environment