Rental Coordinator

Job title:

Rental Coordinator

Location:

Longview, TX

Reports to:

Senior Operations Manager

Summary of the position:

This position is responsible for all incoming phone calls and emails related to equipment rental inquiries from customers, sales representatives, technicians, and other company personnel. Key functions include coordinating, scheduling deliveries, scheduling service, tracking, Invoicing, and closing rental agreements to ensure accurate billing and high equipment utilization.

The Rental Coordinator will manage the full rental lifecycle — from quote preparation and equipment availability verification to contract processing, dispatch coordination, and rental closeout. The goal is to maximize rental fleet utilization, ensure accurate and timely invoicing, and deliver superior customer experience.

Primary responsibility for the Portable Rental Fleet, partial responsibility for Stationary Electric Rental Fleet

Portable Rental Responsibilities

• Responsible for answering incoming calls and emails related to equipment rental inquiries.
• Manage internal and external customer inquiries regarding rental equipment availability, pricing, specifications, and terms.
• Prepare rental quotes based on customer needs, equipment availability, and company pricing guidelines.
• Coordinate scheduling and dispatch of rental equipment to meet customer delivery requirements.
• Monitor rental fleet availability to optimize utilization and minimize downtime.
• Coordinate equipment pickups, returns, and exchanges with customers and logistics partners.
• Ensure rental agreements are properly executed and entered in the ERP system.
• Track active rental contracts to ensure timely renewals, extensions, or returns.
• Capture all required documentation related to rental transactions, including delivery confirmations, return inspections, and damage reports.
• Reconcile rental contracts against actual rental duration, equipment condition, and additional charges (damages, fuel, accessories, etc.).
• Submit completed rental documentation to account for accurate and timely invoicing.
• Work closely with Service and Parts departments to ensure rental equipment is inspected, maintained, and ready for dispatch.
• Coordinate with Sales to support revenue growth initiatives.
• Maintain accurate records of rental fleet status within the ERP system.
• Track and follow up on outstanding rental agreements, late returns, and billing discrepancies.
• Assist in reporting on rental utilization rates and revenue performance.
• Support superior customer satisfaction through proactive communication and follow-up.

Stationary Electric Rental Responsibilities

• Responsible for answering incoming calls and emails related to equipment rental inquiries.
• Work with Centralized Electric Rental Operations group on inquiries regarding rental equipment availability, pricing, specifications, and terms.
• Coordinate scheduling and dispatch of rental equipment to meet customer delivery requirements.
• Coordinate equipment pickups, returns, and exchanges with customers and logistics partners.
• Capture all required documentation related to rental transactions, including delivery confirmations, return inspections, and damage reports.
• Submit completed rental documentation to account for accurate and timely invoicing.
• Work closely with Electric Rental Operations group, Service and Parts departments to ensure rental equipment is inspected, maintained, and ready for dispatch.
• Assist in reporting on rental utilization rates and revenue performance.
• Support Centralized Electric Rental Operations Group on local needs.
• Support superior customer satisfaction through proactive communication and follow-up.

General Responsibilities

• Communication with all departments within HAC will occur regularly, including Parts, Sales, and Service. The Rental Coordinator will assist in covering for other team members when necessary.
• This is a dynamic position, and responsibilities may be added or modified as business needs evolve.

Education:

• High School Diploma or equivalent (Related industry experience may be considered in lieu of education requirements)
• Associate degree a plus

Professional experience:

• Minimum of 3 years’ experience in administrative, rental coordination, logistics, or customer service functions
• Experience in equipment rental, fleet management, or industrial service environment preferred
• Proficiency in Microsoft Office products

Key behaviors:

• Process driven – assertive
• Self-starting
• Analytical thinking
• Demonstrated ability to solve problems with customer satisfaction as a focus
• Excellent communication skills both verbal and written
• Ability to multitask – manage multiple projects
• Goal-oriented
• Customer-focused
• Drive to succeed
• Team player
• Field Service Experience on Sullair products a plus
• Familiar with SAP ERP & Salesforce CRM a plus

Direct reports:

• N/A

The successful candidate is responsible for complying with Hitachi Global Air Power US Code of Ethics and related policies. In performing the job, the incumbent shall take all steps necessary to comply with our safety rules and requirements and must actively support the organization's efforts to meet and exceed its goals of creating and maintaining a safe workplace.

This description is to serve as a guide. It is intended to be flexible and will continue to evolve over time with business needs and demands and may be updated periodically and at the Company's discretion.

Hitachi Global Air Power US is an equal opportunity employer and will not discriminate based on race, religion, color, age, gender, sexual orientation, national origin, genetic information, veteran status, physical or mental disability, or other protected categories under applicable law, whether in recruitment, employment, promotion, transfer, compensation, or other conditions of employment.