Rental Coordinator

Description

The Rental Coordinator is responsible for providing responsive, accurate, and customer-focused rental support while coordinating the availability, reservation, contract administration, checkout, return, invoicing, movement, condition documentation, and status of Milford rental equipment and related assets.

This position serves as a primary rental contact for customers and works closely with Rental, Sales, Operations, Warehouse, Technical Services, Logistics, and other Milford departments to ensure customer needs are addressed, equipment is accurately documented and available, rental transactions are processed correctly, and equipment movement, repairs, returns, and follow-up are coordinated efficiently.

The Rental Coordinator maintains accurate rental contracts, reservations, equipment-status records, service tickets, transfer records, supporting documentation, and system transactions. The position is expected to develop sufficient working knowledge of Milford rental equipment and fusion processes to answer routine customer questions, identify when technical assistance is required, and ensure questions outside the employee's demonstrated knowledge are referred to an appropriately qualified Milford resource.

Success in this position requires strong customer service, organization, attention to detail, asset accountability, communication, teamwork, safe work practices, reliable follow-through, and flexibility to support extended-hours and on-call customer needs.

Customer Service & Cross-Functional Coordination

1. Provide responsive, professional, courteous, and solutions-focused service to rental customers in person, by telephone, email, and other approved communication methods.

2. Identify customer rental needs, clarify requested equipment and timing, and coordinate appropriate rental solutions within the employee's training, authority, and available inventory.

3. Take ownership of customer requests through resolution or ensure an appropriate and clearly communicated handoff to another Milford team member.

4. Work collaboratively with Rental, Sales, Operations, Warehouse, Technical Services, Logistics, Purchasing, and other Milford departments to coordinate customer requirements, equipment availability, transportation, repairs, inventory movement, and rental-related needs.

5. Communicate accurate and timely information regarding reservations, availability, contract status, deliveries and pickups, equipment condition, repairs, delays, substitutions, extensions, and other matters affecting customer service.

6. Maintain professional working relationships with customers, coworkers, vendors, and other business partners while managing competing priorities and time-sensitive needs.

Rental Contracts, Reservations & Billing

7. Create, review, modify, and maintain rental contracts, reservations, service tickets, and related records in accordance with established procedures and delegated authority.

8. Verify customer information, rental dates, equipment or asset identifiers, rates, accessories, delivery or pickup arrangements, and other required information before finalizing rental transactions.

9. Identify and correct routine rental-contract errors and promptly escape pricing, credit, contract, customer-account, or other exceptions requiring management guidance or authorization.

10. Process routine rental extensions within established terms and delegated authority; obtain management guidance or approval when rates, terms, credits, or other contract conditions fall outside established parameters.

11. Create timely and accurate invoicing for rental contracts and service tickets in accordance with company procedures and assigned authority.

12. Ensure required customer acknowledgments, signatures, checkout documents, return documents, and other supporting records are completed and retained as required.

13. Maintain accurate reservation tags, equipment-status records, open-rental information, and system documentation so equipment is not represented as available when it is reserved, rented, in transit, out for repair, or otherwise unavailable.

14. Monitor open rental contracts and communicate overdue equipment, requested extensions, missing equipment, unresolved returns, or other contract concerns to management as appropriate.

15. Process pricing, credits, contract exceptions, damage-related charges, cleaning charges, fuel charges, and similar matters only within established procedures and delegated authority;…