What are the responsibilities and job description for the Rental Coordinator position at Emery Sapp & Sons, Inc.?
Position Overview
The Rental Coordinator is responsible for managing all incoming equipment rental requests, coordinating with operations, vendors, and internal teams to ensure timely delivery, accurate tracking, and proper financial coding. This role requires prior knowledge of rental contracts, rental terms, and a strong understanding of rental workflow from initiation through return. The Rental Coordinator plays a critical role in supporting project timelines and ensuring accurate equipment costing across the company.
Key Responsibilities
Customer Service & Support
- Provide excellent customer service to operations teams by addressing rental needs promptly and proactively assisting with planning to support project schedules.
- Serve as the primary point of contact for all rental requests and inquiries from field personnel—whether in person, by phone, or online.
Rental Workflow Management
- Manage the full lifecycle of rental equipment: request → quoting → approval → delivery → tracking → return → invoice reconciliation.
- Obtain, evaluate, and compare rental quotes based on pricing, availability, terms, and vendor performance.
- Coordinate all rental equipment deliveries and returns between job sites, branches, and rental providers.
- Set up new rental units in the company’s rental software and ERP system with accurate details and coding.
- Maintain real-time visibility of all rented equipment including:
- Status
- Location
- Start/End dates
- Rental duration
- Utilization
- Extension or off-rent needs
Financial Accuracy & Cost Tracking
- Code all rental-related expenses accurately for proper equipment costing by job, asset type, or branch.
- Follow up with vendors on late, incorrect, or missing invoices to ensure timely processing.
- Collaborate closely with Accounts Payable to resolve discrepancies and prevent cost overruns.
- Track rental profit and loss by branch and coordinate monthly rental true-ups with each branch location.
- Assist in maintaining clean and accurate financials related to rental operations.
Qualifications
- Prior experience working with rental contracts, rental terms, and rental workflow (required).
- Strong understanding of equipment rental processes (initiation, delivery, tracking, off-rent, invoicing).
- Excellent communication skills when working with field operations, vendors, and internal stakeholders.
- High attention to detail and accuracy, especially in financial coding and tracking.
- Ability to work in a fast-paced environment and manage multiple active rentals simultaneously.
- Experience with rental software, fleet management systems, or ERP platforms preferred.
- Strong organizational skills and ability to maintain consistent follow-through.
Success Factors
- Responsiveness and urgency with field rental needs.
- Ability to maintain real-time, accurate rental visibility.
- Consistent accuracy in financial coding, invoice review, and true-up activities.
- Strong vendor relationships and dependable communication.
- Proactive problem-solving and follow-through from initiation to final return.