Rental Coordinator

Job Title: Rental Coordinator

Job Description

We are seeking a dedicated and detail-oriented Rental Coordinator to manage rental opportunities with both internal and external customers. This role involves coordinating repairs, logistics, billing, and maintaining comprehensive records for rental equipment. The ideal candidate will have strong administrative experience, excellent communication skills, and the ability to handle multiple tasks effectively.

Responsibilities

• Manage all rental opportunities, working closely with internal and external customers.
• Coordinate with the shop to ensure trucks are repaired and ready for rental opportunities.
• Lead a weekly call with the shop to evaluate work in progress, including status reviews.
• Collaborate with logistics to arrange delivery and pick-up of equipment.
• Provide quotes, set up contracts, and handle billing and credits, including rental abuse billing.
• Review daily rental invoices and maintain accurate filing of all documents.
• Assist the Accounts Receivable Assistant with collections when needed.
• Work with existing customers to ensure funding for rental equipment.
• Track all equipment and perform inventory checks as required.
• Produce and review various rental reports.
• Conduct equipment searches within the network and with outside vendors.
• Maintain rental records, including open and closed contracts and billing procedures.
• Update equipment files with status, repair quotes, and additional pertinent information.
• Close out service maintenance status on returned equipment.
• Monitor and approve incoming vendor invoices for re-rent equipment.
• Respond to individual and group emails promptly, prioritizing as necessary.
• Assist other rental coordinators and logistics coordinators as needed.
• Review daily service invoicing and ensure proper documentation is provided.

Essential Skills

• 3-5 years of experience in dispatch or rental coordination.
• Industry knowledge in heavy equipment or forklift/material handling.
• Mechanical aptitude.
• Proficiency in Microsoft Office Suite, including Excel.
• Experience with SAP.
• Typing speed of 40 words per minute.

Additional Skills & Qualifications

• Strong administrative skills with attention to detail and organization.
• Effective communication skills with the ability to interact with customers, vendors, and employees at all levels.
• Self-motivation and the ability to handle multiple tasks and changing priorities.
• Flexibility to adjust work responsibilities as needed.
• Product knowledge or the aptitude to learn quickly.

Work Environment

The Rental Coordinator position is 100% onsite, with the possibility of remote work during severe weather, subject to manager approval. The role is full-time and follows a typical schedule of 8:00 a.m. to 5:00 p.m., Monday through Friday, including a one-hour lunch break. The work environment is team-oriented, including two rental coordinators and a logistics coordinator, with occasional travel required to Richmond/Ashland for a few weeks, 1-2 days at a time, during the first few months.

This is a Contract to Hire position based out of Frederick, MD.

The pay range for this position is $24.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Frederick,MD.

This position is anticipated to close on Apr 8, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.