Rental Coordinator

Job DetailsJob Location: Michigan - Rockford, MI 49341Position Type: Full TimeEducation Level: Not SpecifiedTravel Percentage: Up to 25%Job Shift: DayJob Category: Purchasing - ProcurementSummary The Rental Coordinator is responsible for the day-to-day coordination, tracking, and administration of rental equipment across the organization. This role serves as a critical link between field operations, project management, vendors, and internal stakeholders to ensure equipment is sourced, utilized, and returned efficiently and cost-effectively. This position plays a key role in supporting project execution by maintaining visibility into rental inventory, optimizing usage, and ensuring timely fulfillment of equipment needs. The Rental Coordinator helps drive operational excellence through organization, communication, and process discipline. Essential Functions Maintain a centralized log of all rented equipment, including location, duration, cost, and status Monitor utilization to reduce unnecessary rental time and identify opportunities for cost savings Track off-rent timelines and ensure timely return of equipment Partner with field leadership to verify equipment use and condition Work closely with Project Managers, Superintendents, and Operations leadership to align on equipment needs Communicate proactively regarding equipment availability, delays, or constraints Support planning efforts by forecasting upcoming equipment needs based on project schedules Coordinate all incoming rental requests from field and project teams Source rental equipment through approved vendors based on project requirements, availability, and cost considerations Schedule deliveries, pickups, and transfers to align with project timelines Ensure accurate and timely fulfillment of equipment across multiple job sites Support cost tracking by job/project for all rental equipment Review rental invoices for accuracy and reconcile against agreements and usage timelines Identify and escalate cost anomalies or inefficiencies Generate routine and ad hoc reporting on rental spend, utilization, and trends QualificationsPreferred Education & Experience 2+ years working in equipment coordination, logistics, construction operations, or a related field Strong organizational and multitasking abilities in a fast-paced environment High attention to detail with a focus on accuracy and follow-through Proficiency with Microsoft Office (especially Excel) Strong verbal and written communication skills Experience in utility construction or heavy civil environments Familiarity with equipment rental processes, vendors, and pricing structures Experience with ERP systems or equipment tracking platforms Understanding of job costing and project-based financial tracking