Rental Coordinator Admin.

Job Description: Material Handling Administrative Assistant and Rental Coordinator

Position Overview:

The Material Handling Administrative Assistant and Rental Coordinator is a key support role within the logistics and operations department. This position is responsible for providing administrative support in the management of material handling equipment (MHE) operations, as well as coordinating rental activities for equipment and ensuring that all rental transactions are processed efficiently and accurately. The role requires strong organizational skills, attention to detail, and the ability to communicate effectively with internal teams and external vendors.

Key Responsibilities:

1. Material Handling Support:
   • Assist in tracking, maintaining, and managing inventory for material handling equipment such as forklifts, pallet jacks, conveyors, and other related machinery.
   • Maintain records of equipment maintenance schedules, repair needs, and servicing to ensure safety and operational efficiency.
   • Coordinate with warehouse or operations teams to ensure timely and accurate deployment of material handling equipment.
   • Update and manage documentation related to equipment usage, maintenance logs, and service reports.
   • Assist in preparing materials and reports for compliance with industry regulations and safety standards.
2. Rental Coordination:
   • Act as the primary point of contact for all rental equipment inquiries, coordinating between internal teams and external rental suppliers.
   • Process rental orders, ensuring all required details are captured accurately, including dates, equipment specifications, and delivery/pickup arrangements.
   • Track rental inventory, ensuring that all rented equipment is returned on time and in good condition.
   • Work with the finance or accounting department to ensure rental payments are processed and any discrepancies are resolved.
   • Monitor rental schedules and ensure timely renewals or returns of rental equipment.
   • Prepare and maintain reports related to rental equipment usage, costs, and agreements.
3. Administrative Support:
   • Provide administrative support to the Material Handling department, including managing calendars, scheduling meetings, and handling communication with vendors and suppliers.
   • Assist in the preparation of correspondence, reports, presentations, and other documentation as required.
   • Maintain organized filing systems for rental contracts, invoices, and other related documents.
   • Help coordinate logistics for equipment delivery and return, ensuring minimal disruption to operations.
   • Process purchase orders, manage invoices, and track budget expenditures related to material handling and rental equipment.
4. Customer and Vendor Communication:
   • Serve as a liaison between internal teams and external rental vendors to ensure the smooth flow of equipment orders and returns.
   • Provide excellent customer service by addressing inquiries, resolving issues, and ensuring the timely delivery and pickup of rental equipment.
   • Ensure that any issues with rental equipment (e.g., damages, delays) are promptly communicated to the appropriate parties and resolved.
5. Safety and Compliance:
   • Assist in ensuring that all material handling equipment is compliant with safety standards and regulations.
   • Maintain records related to safety inspections and certifications for rental and owned equipment.
   • Support the training efforts of employees regarding the safe use of material handling equipment and the correct handling procedures for rented equipment.
6. General Office Support:
   • Answer phone calls, respond to emails, and manage inquiries related to material handling and rental coordination.
   • Assist with other administrative duties as assigned by the supervisor or management team.
   • Monitor and order office supplies, including those needed for equipment rental documentation.

Qualifications:

• Education:
  • High school diploma or equivalent required; associate's degree or higher in business, logistics, or a related field preferred.
• Experience:
  • Minimum of 2-3 years of experience in an administrative or coordinator role, preferably within material handling, logistics, or equipment rental industries.
  • Experience with inventory management and rental coordination is highly desirable.
  • Familiarity with material handling equipment and related terminology is a plus.
• Skills:
  • Strong organizational skills with the ability to multitask and prioritize effectively.
  • Excellent communication skills, both written and verbal.
  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and other relevant software (e.g., rental management systems, ERP).
  • Attention to detail and accuracy in record-keeping and data entry.
  • Ability to problem-solve and resolve issues independently.
  • Ability to work collaboratively with cross-functional teams and vendors.
• Certifications:
  • Any certifications related to material handling equipment or logistics would be an asset but not required.

Working Conditions:

• Location: Primarily office-based with occasional site visits to warehouses or job sites.
• Hours: Full-time, with standard office hours, but flexibility may be required to accommodate urgent rental needs or logistical requirements.
• Physical Demands: The role may require occasional lifting and moving of light materials, as well as extended periods of sitting at a desk or computer.

Key Attributes:

• Strong attention to detail
• Customer service-oriented
• Team player with the ability to work independently
• Proactive, with a strong sense of initiative

Ability to manage multiple priorities and meet deadlines

This Position is a Monday to Friday 7:30am to 4:00pm.  Hupp Toyotalift offers competitive wages, pay depends on experience and excellent benefits including 401(k), 401(k) company match up to 5%, health, dental, vision, company paid disability and life insurance.