Rental & Transportation Coordinator

POSITION SUMMARY

The Rental & Transportation Coordinator manages day-to-day rental and equipment transportation operations, including rental contract administration, delivery and pickup scheduling, carrier dispatch, and oversize/overweight permitting. Serving as the operational link between customers, sales, service, and drivers, this role ensures equipment moves safely, legally, and on schedule. The position requires a working command of Department of Transportation (DOT) regulations, multi-state permitting, and fleet utilization, and the ability to work independently under pressure.

KEY RESPONSIBILITIES

Rental Operations & Contract Administration

• Open, extend, amend, and close rental contracts with accurate rates, terms, purchase order numbers, insurance certificates, and billing detail.
• Quote rates, haul charges, and ancillary fees; convert inbound inquiries into booked rentals with the rental sales team.
• Verify equipment readiness with Service prior to release; process off-rent, return inspection, and damage or fuel billing.
• Maintain accurate fleet records: on-rent status, hour meter readings, mileage, and current equipment location.

Transportation Dispatch & Load Planning

• Schedule, dispatch, and route drivers and third-party carriers for delivery, pickup, and inter-branch transfer.
• Plan loads by equipment dimensions, weight, axle configuration, and trailer type, matching each move to properly rated equipment.
• Tender freight to outside carriers, negotiate haul rates, verify authority and insurance, and audit invoices against agreed pricing.
• Communicate delivery windows and update all parties promptly when schedules change.

DOT Compliance & Oversize / Overweight Permitting

• Maintain working knowledge of FMCSA and DOT regulations, including hours of service, driver qualification files, and cargo securement.
• Verify oversize and overweight permits from state and local jurisdictions, including route surveys, escort requirements, and travel restrictions.
• Verify securement plans and ensure bills of lading, weight tickets, and permit paperwork travel with each load.
• Track permit expirations, IFTA and IRP registrations, and tractor/trailer compliance records; escalate risks promptly.

Multi-Branch Coordination & Customer Support

• Coordinate equipment transfers across branches and monitor utilization, idle status, and reservations to balance availability.
• Partner with Service and Parts to sequence transportation around scheduled maintenance and equipment preparation.
• Serve as the primary point of contact for rental customers, resolving scheduling conflicts, substitutions, and delivery exceptions.

Safety & Compliance

• Follow all OSHA, DOT, and company safety standards, and ensure all transportation is executed within legal weight, dimension, and routing limits.
• Maintain a safety-first mindset and report unsafe conditions, near misses, and incidents immediately.

QUALIFICATIONS / EXPERIENCE ENVIRONMENT

• 5 years of combined rental coordination and transportation or dispatch experience, preferably at a heavy equipment dealership.
• High school diploma or GED required. Valid driver’s license and acceptable motor vehicle record required; a CDL a plus.
• Working knowledge of DOT and FMCSA regulations, including hours of service, cargo securement, and driver qualification.
• Experience supporting multiple branch or yard locations and balancing fleet utilization.
• Proficiency with rental or ERP business systems and intermediate to advanced Microsoft Office skills.
• Strong organizational and communication skills; able to manage competing priorities and same-day schedule changes.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

• Office environment with regular time in the yard and shop, with exposure to weather, noise, and heavy equipment.
• Ability to work at a computer and telephone for extended periods, and to occasionally move items up to 50 lbs.
• Maintains a safe and clean working environment by complying with procedures, rules, and regulations, including the proper use of PPE.

TRAVEL AND SCHEDULE EXPECTATIONS

• Based in Fort Worth, TX with limited or no regular travel expected.
• Standard Monday–Friday schedule, with occasional overtime or schedule adjustments based on business needs.
• Regular and predictable attendance is required.