Rental Coordinator Admin

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Cedar Rapids, IA, US

Salary Range: $19.00 to $23.00 hourly

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.

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.

• 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.
• 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.
• 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.
• 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.
• 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…