Rental Equipment & Fleet Coordinator

About the role

• Company: Loenbro, LLC
• Business Unit/Department: Location: Centennial, CO / On-site
• Reports to: Fleet & Equipment Manager
• Employment Type: Full-Time
• FLSA Classification: Exempt

Job Summary

The Rental Equipment & Fleet Coordinator is responsible for coordinating company equipment rentals from request through return, ensuring rental needs are properly documented, approved, sourced, scheduled, tracked, and closed out. This position supports operations by helping secure the right rental equipment at the right time while maintaining visibility into rental costs, utilization, vendor performance, and rental compliance requirements.

The Rental Equipment & Fleet Coordinator reports directly to the National Equipment & Fleet Financial Controller and works closely with the Procurement Team and Regional Equipment & Fleet Maintenance Managers to support rental sourcing, vendor management, pricing compliance, purchase order accuracy, invoice validation, utilization tracking, rental cost control, and timely return of rental assets.

This position serves as a key connection between Equipment & Fleet Operations, Procurement, and Fleet Finance to ensure rental decisions are operationally justified, financially controlled, and aligned with company standards.

Essential Job Responsibilities

Rental Request Coordination

• Manage rental equipment requests from operations, project teams, and regional leadership.
• Verify equipment needs, availability, rental timelines, approvals, and delivery requirements.
• Partner with Equipment & Fleet Managers to prioritize company-owned assets before sourcing rentals.
• Maintain accurate rental records and provide timely updates to stakeholders.

Vendor & Procurement Support

• Partner with Procurement to obtain competitive quotes, coordinate rental orders, and ensure compliance with purchasing standards.
• Coordinate equipment deliveries, pickups, purchase orders, and vendor documentation.
• Maintain vendor relationships and resolve pricing, availability, and service concerns.

Rental Tracking & Utilization

• Track active rentals, equipment locations, project assignments, and return dates.
• Monitor rental utilization and coordinate extensions, transfers, and timely returns to minimize unnecessary costs.
• Identify opportunities to reduce rental expenses and maximize company-owned equipment utilization.

Financial & Invoice Coordination

• Support the National Equipment & Fleet Financial Controller with rental spend tracking, invoice accuracy, reporting, and financial controls.
• Review invoices against rental agreements, purchase orders, and quoted rates to identify discrepancies.
• Partner with Procurement, Accounts Payable, and vendors to resolve billing issues.
• Prepare rental cost, utilization, and savings reports as needed.

Documentation & Compliance

• Maintain accurate rental agreements, purchase orders, invoices, and equipment documentation.
• Ensure rental activities align with company policies, safety requirements, and procurement standards.
• Support process improvements to increase efficiency, cost savings, and rental visibility.

Key Performance Indicators (KPIs)

• Rental request processing accuracy and timeliness
• Rental cost savings and reduction of idle equipment
• Equipment delivery and pickup performance
• Invoice accuracy and rental spend reporting
• Vendor performance and issue resolution
• Rental tracking, documentation, and compliance
• Company-owned equipment utilization

Minimum Qualifications

Required

• High school diploma or equivalent required; associate's degree in business, Logistics, Supply Chain, Equipment Management, Finance, or a related field preferred.
• 2+ years of experience in rental coordination, fleet administration, procurement support, equipment management, logistics, customer service, operations support, or related disciplines preferred.
• Experience supporting construction, industrial, utility, energy, mining, or equipment-intensive operations preferred.
• Strong organizational, communication, analytical, and follow-up skills.
• Ability to manage multiple rental requests, changing priorities, vendor communications, and time-sensitive operational needs.
• Strong attention to detail with a focus on financial accuracy and cost control.
• Proficiency with Microsoft Office Suite, ERP systems, procurement systems, rental management systems, and fleet or equipment management platforms.

Physical Demands and Work Environment

Work Environment

• Indoor office setting with controlled temperature.
• Outdoor industrial sites with exposure to weather extremes.
• Potential exposure to noise, dust, chemicals, or other environmental factors.
• Travel requirements: up to 10% of time.

Additional information

This role requires compliance with all applicable safety regulations, personal protective equipment (PPE) requirements, and Loenbro's Environmental Health and Safety (EH&S) policies.

Benefits

Loenbro offers a competitive salary, comprehensive benefits package, and rewards to those who join our team:

• Medical, dental, and vision insurance
• 401(k) retirement plan with company match
• Paid time off (PTO) and holiday pay
• Life and disability insurance
• Professional development and training opportunities
• Employee assistance program (EAP)

Benefits eligibility may vary based on employment classification and hours worked.

Guided by Core Values (LEAD), grounded in grit and a commitment to excellence, Loenbro betters our families, customers, and local communities. If you're ready to be part of a company that LEADS by:

• Living with Integrity
• Exceeding Expectations
• Acting with Urgency
• Delivering Excellence

…we want to hear from you.