Rental Coordinator

Company Description Hills Machinery Company, founded in 2007, is a full-service heavy equipment dealer supporting construction, asphalt paving, aggregate, and environmental industries. The company provides comprehensive lifecycle support, including equipment sales and rentals, financing, training, and 24/7 service to help customers maximize uptime and reduce total ownership costs. With 13 locations across North Carolina, South Carolina, Virginia, and Georgia, Hills combines local responsiveness with deep industry expertise. The company represents leading brands such as Hitachi, CASE, Rokbak, FAE, Rubble Master, Eagle Crusher, Astec, Sakai and more, and offers new, used, and rental equipment, parts, service, and technology solutions. Hills Uptime Operations delivers fractional fleet management with real-time monitoring and proactive maintenance to keep customer equipment performing reliably.

Role Description The Rental Coordinator is a full-time role based in Ashland, Virginia. This role  serves as an inside salesperson for Hills Machinery Company. This position handles transactions for customers over the phone and in person. The Rental Coordinator plays a critical role in ensuring customer satisfaction and maximizing machine utilization within the designated trade area.

Responsibilities:

• Supports and builds strong relationships with co-workers to include Outside Sales Team and Product Support Staff.
• Builds strong relationships with customers focusing on long term mutual growth and being a dependable partner.
• Rent equipment or arrange for provision of service to customer.
• Perform daily, weekly, and monthly checks.
• Maintain daily and monthly contract file.
• Compute charges based on rental or service rate.
• Explain rental fees and provide information about rented items, such as basic operation or description.
• Collect deposit or payment or record credit charges by maintaining customer charge file daily and balancing daily sales receipts.
• Answer telephone and receive orders by phone; maintain required phone logs.
• Ask questions about delivery conditions such as dock heights, narrow streets, etc.; notify customers immediately if there are any delivery delays.
• Achieve rental operational goals including Hills Machinery Company, invoice accuracy, assigned training Benchmarks – Hills Machinery Company Goals, Invoice accuracy, complete assigned training.
• Reserve items for requested time and maintain rental reservation list.
• Update/call overdue list daily and alert supervisor of overdue contracts.
• Resolve customer problems and invoicing problems.
• Keep current on knowledge of competitive pricing and trends.
• Adhere to all company policies, procedures, rules, and regulations in written or verbal form.
• Comply with government safety requirements and other regulations, as well as store security and report safety violations to supervisor.

Qualifications:

• High school diploma required; college degree preferred.
• Previous rental experience preferred. Demonstrated knowledge coupled with relevant work experience will be considered.
• Positive, solutions-oriented mindset coupled with strong time management and organizational skills.
• Excellent verbal/written and interpersonal communication skills.
• Ability to work with all levels of employees, management, and customers in a positive, professional and effective way.
• Proficiency with Microsoft Office. Ability to use in-house computer systems – with training.
• Strong creativity and problem-solving skills.
• Strong understanding of usage and application of all rental equipment and services offered.
• Must recognize the difference between similar products and the advantages/disadvantages of applications.
• Must possess sales and customer relation skills. Strong oral and written communication skills are essential to the success of this position.
• High energy, excellent self-motivation, and work ethic.
• Possess an unwavering commitment to service excellence.