Rental Coordinator / Branch Assistant

Job Summary:

The Rental Coordinator / Branch Assistant provides administrative and operational support to ensure efficient day-to-day branch operations. This role supports service, parts, sales, and rental functions within a material handling dealership environment. This position serves as a primary point of contact for customers, assists with equipment rentals, coordinates administrative processes, and supports branch operations. The ideal candidate is organized, detail-oriented, customer-focused, and comfortable working in a fast-paced, team-oriented environment.

Duties/Responsibilities:

Provide general administrative support to the Branch Manager and branch teamAnswer and direct incoming phone calls and greet customers and visitors professionallyMaintain branch filing systems, records, and documentation (electronic and paper)Prepare reports, correspondence, and internal communications as neededMaintain office supplies and coordinate office needsAssist with onboarding administrative tasks for new branch employeesContribute to maintaining a professional and organized branch environmentOpen, process, and close service work orders in the systemAssist with technician scheduling and documentation coordinationEnsure accurate entry of service details and customer informationMaintain service records and support warranty documentation as neededAssist with parts order entry, processing, and tracking paperworkCoordinate parts receiving documentation and internal distributionSupport inventory accuracy and recordkeepingAssist with invoice preparation, processing, and submission for rentalsSupport accounts receivable follow-up as directedEnsure accuracy of billing documentation and supporting recordsServe as a point of contact for customer billing questionsServe as a primary point of contact for customers to determine equipment needsPerform inside sales duties to qualify customer equipment requirementsDetermine equipment availability and coordinate with dispatch and service departmentsPartner with third-party rental providers when necessary to secure additional equipmentForward sales leads and incoming inquiries to the sales teamCreate rental contracts and orders in NetSuiteCoordinate equipment transportation and third-party freightCommunicate equipment availability and rental status to customersAssist customers with minor operational questionsEnsure equipment is ready for rentCoordinate freight haulers and incoming shipmentsLoad and unload equipment and freight as neededAssist with delivery and pickup of equipment when neededWash trucks and equipment as neededFollow all company safety policies and proceduresOther duties as assigned

Required Skills/Abilities:

Strong organizational and multitasking skillsExcellent communication and customer service skillsHigh attention to detail and accuracyStrong computer skills and proficiency with Microsoft Office (Outlook, Word, Excel)Ability to work in a fast-paced, fluid environmentStrong time management skillsAbility to work cross-functionally with multiple departmentsKnowledge of material handling equipment preferredMust be comfortable operating material handling equipment.

Education and Experience:

High school diploma or equivalent1-3 years of administrative, customer service, or related experience preferredExperience in a dealership, service, construction, equipment, or material handling environment preferredExperience supporting service operations or work order systems preferredNetSuite experience preferred

Working Conditions:

Primarily office-based with occasional exposure to shop or warehouse environmentsProlonged periods sitting at a desk and working on a computerMust be able to bend, squat, crouch and/or reachMust be able to lift up to 50-70 pounds occasionally

Benefits:

Medical (and FSA/HSA plans), dental and vision insurances.

Paid time off and holidays.

Company paid basic life insurance.

Supplemental term life insurance.401(k) with match.

Short- and long-term disability.

Group accident and critical illness insurance.

Safety glasses and boot program.

Tuition reimbursement and in-house training. Herc-U-Lift, Inc. provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that applicants are employed and employees are treated during employment without regard to any of these characteristics. Discrimination of any type will not be tolerated.