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 team
• Answer and direct incoming phone calls and greet customers and visitors professionally
• Maintain branch filing systems, records, and documentation (electronic and paper)
• Prepare reports, correspondence, and internal communications as needed
• Maintain office supplies and coordinate office needs
• Assist with onboarding administrative tasks for new branch employees
• Contribute to maintaining a professional and organized branch environment
• Open, process, and close service work orders in the system
• Assist with technician scheduling and documentation coordination
• Ensure accurate entry of service details and customer information
• Maintain service records and support warranty documentation as needed
• Assist with parts order entry, processing, and tracking paperwork
• Coordinate parts receiving documentation and internal distribution
• Support inventory accuracy and recordkeeping
• Assist with invoice preparation, processing, and submission for rentals
• Support accounts receivable follow-up as directed
• Ensure accuracy of billing documentation and supporting records
• Serve as a point of contact for customer billing questions
• Serve as a primary point of contact for customers to determine equipment needs
• Perform inside sales duties to qualify customer equipment requirements
• Determine equipment availability and coordinate with dispatch and service departments
• Partner with third-party rental providers when necessary to secure additional equipment
• Forward sales leads and incoming inquiries to the sales team
• Create rental contracts and orders in NetSuite
• Coordinate equipment transportation and third-party freight
• Communicate equipment availability and rental status to customers
• Assist customers with minor operational questions
• Ensure equipment is ready for rent
• Coordinate freight haulers and incoming shipments
• Load and unload equipment and freight as needed
• Assist with delivery and pickup of equipment when needed
• Wash trucks and equipment as needed
• Follow all company safety policies and procedures
• Other duties as assigned

Required Skills/Abilities:

• Strong organizational and multitasking skills
• Excellent communication and customer service skills
• High attention to detail and accuracy
• Strong computer skills and proficiency with Microsoft Office (Outlook, Word, Excel)
• Ability to work in a fast-paced, fluid environment
• Strong time management skills
• Ability to work cross-functionally with multiple departments
• Knowledge of material handling equipment preferred
• Must be comfortable operating material handling equipment.

Education and Experience: 

• High school diploma or equivalent
• 1–3 years of administrative, customer service, or related experience preferred
• Experience in a dealership, service, construction, equipment, or material handling environment preferred
• Experience supporting service operations or work order systems preferred
• NetSuite experience preferred

Working Conditions:

• Primarily office-based with occasional exposure to shop or warehouse environments
• Prolonged periods sitting at a desk and working on a computer
• Must be able to bend, squat, crouch and/or reach
• Must 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.