Fleet & Rental Equipment Coordinator

JOB OVERVIEW

The Fleet & Rental Equipment Coordinator supports the coordination of third-party equipment rentals and the administration of company-owned fleet vehicles and related equipment across Peterson Sheet Metal and Robert Gibb & Sons locations and active construction projects. Based in Bemidji, this position works closely with operations leaders, project managers, supervisors, warehouse personnel, accounting, safety, employees, service providers, and rental vendors to ensure vehicles and equipment are available when and where they are needed.

The coordinator will manage rental requests, vendor quotes, reservations, rental agreements, deliveries, transfers, extensions, returns, and off-rent confirmations. The position will also maintain fleet records, coordinate vehicle assignments and transfers, monitor preventive maintenance and repairs, review rental and fleet-related documentation, and help ensure costs are assigned to the appropriate company, project, department, or cost code.

The Fleet & Rental Equipment Coordinator is expected to work independently, maintain accurate and timely records, follow up consistently on outstanding rentals and fleet needs, and communicate effectively across multiple locations. This position requires the confidence to question discrepancies, address overdue actions, coordinate competing priorities, and identify opportunities to reduce unnecessary rental costs, equipment downtime, and administrative gaps.

KEY RESPONSIBILITIES

Third Party Equipment Rentals

• Receive rental requests from project managers, supervisors, warehouse personnel, and other authorized employees and confirm the equipment specifications, project, location, dates, and cost code.
• Source appropriate rental equipment from approved vendors; obtain and compare availability, rates, transportation charges, terms, and other relevant costs.
• Coordinate reservations, rental agreements, purchase orders, deliveries, pickups, transfers, exchanges, extensions, and returns for company projects.
• Maintain a current record of equipment on rent, including vendor, project, location, responsible contact, rental period, rate, agreement number, and expected off-rent date.
• Monitor rental periods and follow up with project teams before renewal or off-rent deadlines to avoid unnecessary charges and project disruption.
• Confirm that vendors document equipment condition at delivery and return; coordinate damage reports, repair charges, credits, disputes, and supporting records as needed.
• Review rental invoices and supporting documents for accuracy before routing them for approval and payment; identifying errors, duplicate charges, incorrect dates, or missing credits.
• Work with Accounting and project teams to ensure rental expenses are assigned to the correct company, project, department, and cost code.
• Maintain productive vendor relationships and assist leadership with evaluating rental rates, service levels, and preferred-vendor opportunities.
• Track recurring and long-term rentals and provide information that supports rent-versus-purchase decisions.

Fleet and Company Equipment Coordination

• Maintain accurate fleet records for company-owned and leased vehicles, trailers, and assigned equipment across Peterson Sheet Metal and Robert Gibb & Sons locations.
• Document vehicle and equipment assignments, locations, transfers, mileage or usage information, status, and responsible employees or departments.
• Coordinate registrations, license plates, titles, insurance documentation, fuel cards, toll accounts, GPS or telematics records, and other required fleet documentation.
• Monitor preventive maintenance schedules, inspections, recalls, warranty work, and repair needs; coordinate service appointments with internal contacts and approved vendors.
• Communicate maintenance, repair, and availability status to affected employees and managers and help arrange replacement transportation or equipment when authorized.
• Support vehicle and equipment acquisition, delivery, reassignment, replacement, and disposal activities as directed by leadership.
• Collect and organize information related to accidents, damage, breakdowns, and repairs and route safety, insurance, workers' compensation, and employee matters to the appropriate internal contact.
• Coordinate movement of vehicles and equipment between company locations and projects when operationally necessary.
• Monitor fleet utilization and identify vehicles or equipment that are underused, unavailable, overdue for service, or generating unusual costs.

Records Reporting and Process Improvement

• Create and maintain reliable electronic records, trackers, and supporting documentation for rentals, vehicles, equipment, vendors, maintenance, and costs.
• Reconcile information among rental agreements, purchase orders, invoices, fleet records, GPS or telematics systems, and project documentation.
• Prepare regular and ad hoc reports on rental exposure, upcoming off-rent dates, fleet status, maintenance due dates, utilization, downtime, and costs.
• Develop and maintain practical procedures for requesting rentals, authorizing extensions, returning equipment, assigning vehicles, reporting damage, and maintaining documentation.
• Identify opportunities to reduce rental duration, transportation charges, downtime, duplicate rentals, administrative gaps, and unnecessary purchases.
• Communicate expectations and procedures to employees and managers and follow up consistently when required information or action is overdue.
• Protect confidential business, employee, vehicle, insurance, and financial information.
• Perform other related duties as assigned.

REQUIRED QUALIFICATIONS

Required

• High school diploma or GED.
• At least two years of experience in equipment rental coordination, fleet administration, construction operations, logistics, purchasing support, dispatch, warehouse operations, or a related field.
• Proficiency with Microsoft Outlook and Excel and the ability to learn enterprise, rental, fleet, GPS, and document-management systems.
• Valid driver's license and driving record acceptable under company requirements.
• Ability to travel occasionally to company locations, projects, vendors, and service providers.

Preferred

• Experience supporting construction, HVAC, plumbing, sheet metal, electrical, industrial, or other field-service operations.
• Working knowledge of construction equipment, vehicle maintenance terminology, rental agreements, purchase orders, job costing, and vendor invoices.
• Experience with Spectrum or Viewpoint, fleet-management software, rental-management systems, GPS or telematics platforms, or similar technology.
• Experience coordinating resources across multiple offices, warehouses, or jobsites.

Knowledge Skills and Abilities

• Strong organization, follow-through, accuracy, and attention to detail.
• Ability to manage multiple time-sensitive requests and changing project priorities without losing documentation or deadlines.
• Sound judgment when comparing costs, resolving discrepancies, escalating concerns, and handling confidential information.
• Clear and professional communication with field employees, managers, accounting personnel, safety personnel, vendors, and service providers.
• Ability to work independently, establish priorities, and take ownership of unresolved items.
• Comfort asking questions, confirming authorization, and following up when rentals, vehicles, records, or invoices do not align.
• Practical problem-solving skills and a service-oriented approach to supporting field operations.

Physical Requirements and Work Environment

• Regularly works in an office environment and periodically enters warehouses, yards, service facilities, and active project environments.
• Ability to sit, stand, walk, bend, reach, climb steps, and inspect vehicles or equipment as necessary to perform the role.
• Ability to lift and carry up to 40 pounds, with assistance or material-handling equipment used for heavier items.
• Ability to work around noise, dust, weather, moving vehicles, and equipment and to wear required personal protective equipment.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

WHAT WE OFFER

• A newly created, high-impact role with the opportunity to strengthen fleet and rental equipment coordination across multiple locations and active construction projects.
• The opportunity to work closely with operations leaders, project managers, supervisors, warehouse personnel, accounting, safety, employees, and vendors to build consistent and reliable fleet and rental processes.
• A varied position with exposure to fleet operations, construction equipment, vendor management, project logistics, cost control, and teams across Minnesota and North Dakota.
• Meaningful professional development and long-term career growth as our organization and operational support functions continue to expand.
• Competitive compensation commensurate with experience, a performance-based bonus opportunity, and a comprehensive benefits package.
• The stability of well-established, multi-generational companies with strong reputations in the mechanical construction industry.

Pay: $28.00 - $35.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $28 - $35