ADMINISTRATIVE COORDINATOR - Rentals and Installation

Atlas Machine & Supply, a leading provider of industrial compressed air equipment and services across the Midwest, is seeking a highly organized and detail-oriented Rental / Installation Administrator. This position supports both the rental equipment division and the installation division by coordinating administrative, logistical, and operational tasks.

The role is responsible for order intake, job preparation, parts and material coordination, rental fleet maintenance scheduling, logistics coordination, and billing support. This individual serves as a key link between sales, operations, technicians, and accounting to ensure rental deployments and installation projects run efficiently from initiation through billing.

Company Culture and Values

Here at Atlas, we believe that every individual should take full ownership and show respect to all employees, regardless of department or reporting structure. This core value is something we uphold every day. Below are the key principles we stand by.

• Cover and Move (Teamwork and Support): We seek candidates who thrive in a collaborative environment, supporting their team to achieve shared goals and overcome challenges together.
• Simple (Clarity and Communication): Candidates should value clear, straightforward communication, ensuring everyone understands their role to maintain efficiency and avoid confusion.
• Prioritize and Execute (Efficiency and Focus): We look for individuals who can prioritize tasks effectively, focusing on the most critical issues to make the best use of time and resources.
• Decentralized Command (Empowerment and Trust): Ideal candidates take ownership of their responsibilities, make informed decisions independently, and align their efforts with the company’s mission while fostering innovation and accountability.

KEY RESPONSIBILITIES:

Rental Division Support

• Process and coordinate rental equipment orders, including order intake and internal job setup.
• Schedule and track rental equipment deliveries, returns, and logistics.
• Coordinate and maintain the preventative maintenance program for the rental fleet.
• Monitor rental fleet availability and assist with equipment allocation and scheduling.
• Work with technicians and service coordinators to ensure rental units are inspected, maintained, and ready for deployment.
• Maintain accurate rental records within the ERP system.
• Act as a back-up for Rental Manager as needed, including taking incoming calls during the business day and after-hours.

Installation Division Support

• Assist with project order intake and job creation for installation projects.
• Perform parts and materials research required for installation jobs.
• Coordinate procurement of necessary materials, components, and subcontractor services.
• Prepare pre-job documentation and work packets for installation teams.
• Ensure all required documentation, permits, and materials are ready prior to job start.

Billing and Administrative Support

• Work closely with the accounting department to facilitate accurate and timely billing for rental and installation work.
• Ensure proper documentation is completed for invoicing, including labor hours, materials, and rental durations.
• Track job progress and ensure administrative closeout requirements are completed.
• Maintain organized records of rental contracts, job files, and installation documentation.

Logistics & Coordination

• Coordinate transportation and logistics for rental equipment and installation materials.
• Communicate scheduling changes between sales, service technicians, installers, and customers.
• Assist with inventory coordination for rental and installation materials.

Qualifications

• 3 years of administrative or coordination experience in industrial services, construction, equipment rental, or similar field preferred.
• Strong organizational and multitasking skills.
• Ability to coordinate multiple projects and deadlines simultaneously.
• Excellent communication skills with internal teams and customers.
• Experience with ERP systems, job management software, or service scheduling platforms preferred.
• Proficiency in Microsoft Office (Excel, Outlook, Word).
• Detail-oriented with strong problem-solving ability.

BENEFITS:

• 401(k) Retirement plan with a 401(k) Company Matching
• Health, Dental, and Vision insurance, offered to you on day one!
• Company-paid life insurance, short/long-term disability insurance
• Employee assistance program
• Flexible spending account
• Paid time off
• Parental leave
• Nine paid holidays
   

It is Atlas’ Policy to employ qualified people to perform the many tasks necessary in operating our Company. An integral part of this Policy is to provide equal employment opportunity for all persons regarding recruiting, hiring, benefits, compensation, training, promotions, terminations of employment, and company sponsored social and recreational activities without discrimination because of race, color, religion, sex, national origin, age, physical or mental disability, or veteran status. 

It is also the Policy of Atlas to maintain a work environment that is free of harassment of any kind. Our company does not and will not tolerate any employee unlawfully harassing another employee, for example, by addressing or referring to another employee in racially, religiously, or sexually derogatory terms.