Rental Administration & Contract Specialist

Job Title: Rental Administration & Contract Specialist

Classification: Non-Exempt

Salary Range: $18-$20 hourly

Reports To: Director of Operations

Position Type:  Full Time

Work Schedule: Mon-Fri 7am-4pm

Work Location: Headquarters, Kansas City

Job Summary:  

The National Rental Manager leads the GSA rental effort for Master’s Transportation in the United States. The Manager is responsible for leading, supervising and collaborating with the Regional Rental Managers and any support staff. 
 

Essential Functions: 

Rental Data Entry

• Enter all rental reservations, contracts, extensions, returns, and customer information into multiple rental management systems.
• Ensure data is accurate and consistent across all systems.
• Update records promptly when changes occur, including extensions, unit swaps, pricing adjustments, and contract modifications.
• Upload and maintain all required customer documentation and supporting files.
• Monitor records for missing information and follow up with the appropriate departments to ensure completion.
• Maintain organized and accurate electronic customer and rental files.

Contract Auditing & Compliance

• Audit rental contracts daily for accuracy, completeness, and compliance with company policies.
• Verify rental rates, taxes, fees, mileage charges, fuel charges, and other billing components.
• Ensure all required signatures, insurance documentation, and supporting paperwork are obtained and properly filed.
• Review completed rentals to ensure contracts are closed correctly and invoiced accurately.
• Identify and resolve discrepancies between contracts, billing records, and rental management systems.
• Escalate issues requiring management review and assist with corrective actions.
• Ensure all rental agreements comply with company standards and procedures.

Reporting & Quality Control

• Generate reports identifying contract discrepancies, missing documentation, and data-entry errors.
• Perform regular audits to ensure data integrity across all systems.
• Track and report trends related to contract errors and operational inefficiencies.
• Assist management with process improvement initiatives designed to increase accuracy and efficiency.
• Support compliance efforts by maintaining accurate and complete records.

Team Support

• Work closely with Operations, Customer Service, and Branch Management teams.
• Provide timely communication regarding contract discrepancies, missing documentation, and record updates.
• Assist with training employees on proper contract procedures and documentation standards.
• Support branch personnel with questions related to contract processing and system requirements.

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Competencies:

Supervisory Responsibilities: No

Work Environment: 

Office

Physical Demands:

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Required Education/Experience/Certifications:

• High school diploma or equivalent required; associate degree preferred.
• Previous administrative, contract auditing, rental industry, or data-entry experience preferred.
• Strong attention to detail and organizational skills.
• Ability to manage high-volume data entry while maintaining a high level of accuracy.
• Proficient in Microsoft Office, particularly Excel.
• Strong analytical, communication, and problem-solving abilities.

Other Duties 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

AAP/EEO Statement

Master’s Transportation is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. Master's Transportation is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.