Rental Coordinator

Rental Coordinator EMPLOYMENT TYPE Full-time REPORTS TO Rental Operations Manager DEPARTMENT Rental LOCATION San Antonio, Texas FLSA Non-exempt The Rental Coordinator ensures that the right equipment is available, functional, and delivered to the job site on time while accurately tracking contracts, billing, and fleet utilization. This role supports rental customers, outside sales representatives, drivers, and the shop and yard teams to keep the rental fleet organized, profitable, and customer-ready. SUMMARY OF RESPONSIBILITIES Customer Service & Sales Support • Greet walk-in and call-in customers and respond to inquiries by phone and email. • Provide equipment rental quotes, explain specifications and rates, and help customers select the right machinery for their project. • Support outside sales representatives by retaining existing accounts and building relationships with new customers. Order & Contract Management • Process rental reservations, quotes, and contracts using company operating systems and rental management software. • Manage on-rent, off-rent, extensions, exchanges, and final contract close-outs. • Monitor rental periods to prevent unauthorized or unnecessary charges. Logistics & Dispatch • Coordinate equipment deliveries and pickups by dispatching drivers and setting clear timeframes with customers. • Source external vendor rentals when internal fleet inventory is unavailable. Fleet & Yard Coordination • Communicate daily with shop and yard teams to ensure returned equipment is inspected, cleaned, and rental-ready. • Track maintenance needs, safety inspections, and breakdown repairs with service personnel. Administrative & Billing Tracking • Maintain accurate records of equipment locations, utilization rates, status updates, and paper and digital files. • Review invoices, resolve billing and damage-fee discrepancies, and assist with basic cost analysis and reporting. • Adhere to all Tellus Equipment Solutions policies, procedures, safety requirements, and business practices. • Perform other duties as assigned. KEY QUALIFICATIONS & COMPETENCIES • 1+ years of experience in customer service, sales, logistics, or the construction or equipment rental industry. • Familiarity with compact construction equipment. • Strong computer literacy, including G Suite, Microsoft Office, or specialized rental management software. • Excellent communication, multi-tasking, organization, and problem-solving abilities. • Ability to work effectively in a team environment and coordinate with Sales, Service, yard, and delivery personnel. EDUCATION & CERTIFICATIONS • High school diploma or equivalent required. • Post-secondary education in business, logistics, or administration preferred. SCHEDULE REQUIREMENTS • Ability and willingness to work some Saturdays and additional hours as business needs require. PHYSICAL REQUIREMENTS • Ability to safely lift and move items weighing up to 25 pounds. • Frequent sitting, standing, walking, and operating a computer and phone system. WORKING CONDITIONS The work environment and physical demands described here are representative of those encountered while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. • Work is performed in office, rental counter, and rental yard environments. • May be exposed to equipment, moving mechanical parts, noise, dust, heat, weather, and other conditions typical of an equipment rental and dealership operation.