Rental Coordinator

The Rental Coordinator is a key operational role responsible for managing the complete lifecycle of demo and rental equipment. This position ensures proper licensing, asset availability, contract execution, delivery coordination, and customer support for all temporary-use equipment. You will collaborate closely with Sales, Service, Warranty, and the Operations team to ensure seamless customer experiences and internal accountability.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Manage rental equipment inventory, availability, and scheduling
• Create and maintain rental agreements, billing, and documentation
• Coordinate licensing, GVW registration, and compliance for rentals and demos
• Oversee demo equipment scheduling, preparation, and post-demo inspections
• Maintain demo calendar and ensure communication with service and tech teams
• Collaborate with sales support to process titles, MCOs, and required paperwork
• Coordinate with internal teams for equipment prep, transport, and status updates
• Track asset utilization and generate reports for leadership

· 3+ years of experience in equipment coordination, fleet logistics, or service administration

· Strong organizational and project tracking skills

· Ability to work independently in a fast-paced, dynamic environment

· Familiarity with state licensing and vehicle documentation

· High attention to detail and follow-through

· Strong written/verbal communication skills and internal coordination experience

· Familiarity with Sage, Salesforce, or other ERP/CRM platforms 

· Experience in equipment rental or fleet operations is preferred (refuse/street/sanitation industry a plus)

Physical Demands and Work Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is occasionally required to lift and/or move up to 15-30 pounds. The employee will be sitting at a desk for prolonged periods working in front of a computer. 

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.

SWS Equipment is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.