Rental & Leasing Administrator

The Rental & Leasing Administrator is responsible for supporting the daily administrative operations of the Rental and Leasing department. This position assists with rental and lease contract processing, customer billing, vehicle documentation, mileage reporting, insurance tracking, and customer communication. The role requires strong attention to detail, good organizational skills, and the ability to interact professionally with customers, coworkers, and vendors. 

Essential Duties & Responsibilities

The Rental & Leasing Administrator is responsible for performing the following duties:

• Open and close rental contracts accurately and timely.
• Process weekly rental customer billing.
• Process monthly lease customer billing.
• Collect monthly mileage information using the Geotab telematics platform.
• Maintain accurate vehicle registration data and related records.
• Track customer insurance certificates and follow up as needed.
• Process rental and lease rate adjustments.
• Dispatch and receive vehicles, including brief outdoor activity when vehicles are picked up or returned.
• Maintain rental contract files, dispatch records, and other department documentation.
• Communicate with customers and coworkers in person, by phone, and by email.
• Assist with general clerical and administrative duties for the Rental and Leasing department.
• Use department software and systems to enter, update, and retrieve information.
• Maintain a high level of accuracy, confidentiality, and professionalism in all work performed.

Required Qualifications

• High school diploma or GED required.
• Prior clerical or administrative experience preferred.
• Prior customer service experience preferred.
• Strong attention to detail and organizational skills.
• Ability to communicate professionally with customers, coworkers, and management.
• Ability to manage multiple tasks and follow established procedures.
• Basic computer skills required.

Software & Systems Used

This position may require use of the following software and systems:

• Microsoft Office Suite, including Outlook, Word, and Excel.
• PHX, an in-house web-based software system.
• Enrich, an industry-specific web-based software system.
• Geotab telematics platform.

Physical Requirements

The physical requirements of this position include, but are not limited to:

• Ability to sit or stand for extended periods of time.
• Ability to maintain a full range of motion to perform general office and vehicle-related duties.
• Ability to briefly tolerate various outdoor weather conditions when dispatching or receiving vehicles.
• Ability to perform routine office tasks such as using a computer, phone, copier, and filing documents.