Rental Coordinator

About the role

We are Energy Systems, the leader in industrial power solution sales, service, and rentals.

With an ongoing tradition of providing excellent products and outstanding service for our customers, Energy Systems is one of the longest existing Generac Industrial Distributors in the United States. We are a full-service distributor of Generac equipment and solutions providing sales, service and rentals.

The Rental Coordinator is responsible for supporting internal and external customers through the effective coordination, scheduling, maintenance, and administration of the rental fleet. This role ensures maximum equipment availability, timely service execution, and exceptional customer service by managing rental assets throughout their lifecycle.

The Rental Coordinator leverages company ERP/CRM systems to track fleet utilization, coordinate logistics, maintain accurate records, and support billing and invoicing activities. Additionally, this position helps maintain a safe, organized, and efficient rental yard while driving continuous process improvements within the rental department.

Essential Duties and Responsibilities

• Coordinate the delivery, pickup, and transportation of rental equipment to ensure timely fulfillment of customer needs.
• Schedule and coordinate equipment fueling, preventive maintenance (PM), inspections, and service activities at customer locations.
• Administer and track warranty claims and repairs, ensuring timely resolution and minimal equipment downtime.
• Maintain rental fleet availability by proactively scheduling maintenance, repairs, vendor services, and support resources.
• Complete rental quotations, contracts, invoicing, and related documentation accurately and in a timely manner.
• Maintain detailed maintenance records, service histories, and asset information within the company CRM/ERP system.
• Monitor fleet utilization and equipment status, providing regular reports and updates to rental management.
• Ensure compliance with Lockout/Tagout (LOTO) procedures and all applicable safety standards for rental assets.
• Coordinate with vendors, technicians, transportation providers, and internal departments to support rental operations.
• Assist customers with rental inquiries, equipment availability, scheduling, and issue resolution.
• Track equipment readiness and coordinate service activities to minimize downtime and maximize customer satisfaction.
• Identify opportunities to improve rental processes, fleet management practices, and overall operational efficiency.
• Support other departments and team members as needed to achieve company objectives.

Minimum Job Requirements

Education

• Associates Degree or equivalent required; or related technical training preferred.

Work Experience

• Minimum of 2 years of experience in equipment rental, fleet coordination, logistics, service administration, or a related field preferred.

Knowledge, Skills, Abilities

• Strong organizational, scheduling, and multitasking abilities with a high attention to detail.
• Ability to prioritize workload and adapt to changing business demands in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite, including Excel, Outlook, and Word.
• Understanding of safety practices, including Lockout/Tagout (LOTO) procedures.
• Strong customer service orientation and problem-solving skills.

Preferred Job Requirements

Education

• Bachelor's Degree equivalent or related technical training preferred.

Certification/License

• PIT license

Work Experience

• 5 years of experience in equipment rental, fleet coordination, logistics, service administration, or a related field.

Knowledge/Skills/Abilities

• Experience utilizing ERP, CRM, fleet management, or asset tracking systems.
• Knowledge of equipment maintenance, rental operations, and warranty processes.

Physical Requirements & Working Conditions

Production & Office Environment

• While performing the duties of this job, the employee is regularly required to sit and stand.
• The employee is frequently required to use hands to manipulate objects, tools, or controls; and to talk and hear.
• On occasion, the employee is required to walk, stoop, crouch, bend and reach above shoulders.

The employee must occasionally lift and/or move up to 50 pounds unassisted and up to 100 pounds with assistance, waist high, up to 10 feet away. This job's specific vision abilities include close vision, distance vision, peripheral vision, and depth perception.

While performing the duties of this job, the employee will be working in the typical conditions of frequent and continuous computer-based work requiring periods of sitting, close vision, and the ability to adjust focus. Additionally, the conditions will be of a manufacturing environment, including seasonal variations in temperatures and occasional exposure to manufacturing fumes or byproducts.

The employee must comply with the assigned location PPE requirements, including but not limited to safety glasses, hearing protection, appropriate gloves, clothing, and shields for required tasks, and closed-toed or safety shoes as required by facility safety policies