Senior Equipment Rental Specialist

Equipment Rental Specialist/ Project Coordinator

The Equipment Rental Specialist manages the full lifecycle of construction and industrial equipment rentals, from initial customer inquiry through contract completion. This role oversees rental contract administration, coordinates project and job documentation, and serves as a key point of contact for customers by answering questions, negotiating terms, and placing orders. The position combines administrative coordination, inside sales support, and project coordination within a fast-paced, blue-collar work environment that offers clear opportunities for growth into sales and operations roles.

• Administer rental contracts for all types of construction and industrial equipment in accordance with established procedures.
• Manage the end-to-end rental process, including handling customer inquiries, explaining rental options, and ensuring accurate order placement.
• Answer customer questions promptly and professionally, providing detailed information about equipment, availability, pricing, and contract terms.
• Negotiate rental terms within approved guidelines to meet customer needs while supporting business objectives.
• Set up and maintain complete job files for each rental project, ensuring all required safety documentation and job-related paperwork are accurate, current, and properly organized.
• Coordinate project-related administrative tasks, including scheduling meetings, maintaining calendars, and supporting project timelines.
• Perform data entry and maintain accurate records in spreadsheets and other systems using Microsoft Excel and the broader Microsoft Office suite.
• Support inside sales activities by preparing documentation, updating project information, and assisting with follow-ups related to rental contracts.
• Collaborate with construction and industrial project teams to ensure equipment rentals align with project schedules and requirements.
• Monitor active contracts and job files to ensure compliance with internal procedures and timely completion of required documentation.
• Communicate effectively with internal stakeholders in a blue-collar environment to coordinate equipment needs, deliveries, and returns.
• Assist with general administrative coordination to keep daily operations organized, efficient, and aligned with project demands.

• At least 2 years of experience in project administration, project coordination, or assistant project management.
• Proficiency in Microsoft Office Suite with strong skills in Microsoft Excel.
• Experience with project coordination tasks such as scheduling meetings, calendar management, and administrative coordination.
• Experience in construction administration or related project coordinating activities.
• Ability to manage rental contracts and job files with strong attention to detail and organization.
• Comfort working in a blue-collar environment and collaborating with field and operations personnel.
• Strong communication skills for answering customer questions, negotiating terms, and supporting inside sales activities.
• Solid data entry skills and the ability to maintain accurate records in digital tools and spreadsheets.
• Capability to handle multiple tasks simultaneously in a fast-paced setting while maintaining accuracy and compliance with procedures.

• Experience in inside sales or customer-facing administrative roles.
• HVAC experience, particularly within construction or industrial environments, is a significant plus.
• Familiarity with construction and industrial equipment rental processes is beneficial.
• Ability to grow into expanded responsibilities in sales and operations.
• Comfort working with safety-related documentation and job-specific paperwork.

This role operates in a blue-collar work environment closely connected to construction and industrial operations. The position is fully on-site, working Monday through Friday, generally from 7:00 a.m. to 5:00 p.m., with the possibility of starting as early as 6:00 a.m. The schedule regularly includes overtime, with an expectation of approximately 10 hours of overtime per week, and candidates must be comfortable with this…