Rental Administrator

  ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following but are not limited to the job specifications contained herein. Additional duties or job functions that can be performed may be required as deemed necessary by your supervisor or rental manager. 

Primary Duties

• Suggest and provide leads to all departments (Service, Sales, Parts, Rental) for products supplied by our company that will enhance our customers’ business. The focus will be on growing the rental department itself, but should other opportunities arise, they will be passed on to the Sales Coordinator to allocate to the appropriate sales representatives.
• This position requires comfortability on the phone calling and generating rental opportunities from current rental customers, customers from other departments, and new customers.
• Coordinate with the rental manager every week to call each customer whose Certificate of Liability (COI) is out of date to acquire an updated one. Each received updated COI will be entered into our ERP system for account updating purposes.
• Take any rental calls coming into the branch. Gather all the information necessary to dispatch appropriate technicians.
• Coordinate with the Sales Coordinator every week to see when our new rental stock units are arriving and relay that to the Rental Manager.
• Review the rental inventory every month with Rental Manager for equipment removal/additions.
• Learn and find ways to best utilize the third-party rental program we use to track rental rates vs. competitors, estimate utilization vs market standards, etc. This tool is invaluable for the growth of the department.
• Coordinate with our Marketing Manager every to find ways to engage and incentivize our Territory Managers to push rental through ways such as: flyers, direct marketing to customers, contests, etc.
• Reach out to customers directly to coordinate ways to show our gratitude for their business. That can be through ways such as, but not limited to: raffle among the highest rental revenue customers, an appreciation day for rental customers, etc.
• Review all rental contracts to ensure that our equipment is being billed and serviced at the correct intervals. 
• Review overtime billing for short-term, long-term, and guaranteed maintenance customers.
• Create and send quotes for rentals to customers and for repairs to rentals to applicable customers.
• Assist in Daily Processing and Management of Technician Workorders and Time Entries
• Opening, closing, and managing technician workorders.
• Process work orders and ensure all work orders are closed within 3 days of completion with accuracy. 
• Open road workorders as needed.
• Keep accurate records of work-in-progress. 
• Communicate with the parts department to ensure parts are ordered in a timely and correct manner. 
• Relay updates on aging workorders to the technicians and customers
• Assist daily processing of timesheets and work order processing.
• Arrange for shop work to be brought into the shop with Bills-Of-Landing and proper workorder generation. 
• Mange technician’s schedules and workflow of calls.
• Follow any customer requirements when dispatching to ensure payment. Direct technicians how to comply with customers’ policies and procedures. 
• Assist in Processing 3rd Party Requests
• Follow all policies and procedures and direct technician for each service call. Provide estimates or collect POs as required. Do all necessary to ensure payment will be collected.