Position Summary
The Rental Coordinator plays a pivotal role in our operations team, responsible for coordinating and optimizing the deployment of staff, cranes, and heavy equipment while prioritizing safety/compliance and ensuring timely delivery/pick-up schedules, effective communication with customers, and efficient responses to service requests. This role requires excellent communication skills, excellent organizational abilities, and a keen understanding of logistics. The Rental Coordinator will work closely with Sales, Operations, and Service Departments as well as customers to ensure the proper rental documentation is supplied to customers and received prior to equipment being dispatched.
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
Rental Coordination:-
Communicate effectively and consistently with both internal and external customers to ensure the smooth execution of crane services, equipment deliveries, and service calls.
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Generate accurate Rental Agreements and send them to customers.
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Provide customers with unit-specific insurance requirements for each rental.
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Ensure pre/post-rental inspections are completed prior to and after each rental.
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Ensure collection of important documents including Signed Rental Agreements, Insurance Certificates and Signed Pre-Rent Inspection Forms.
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Obtain re-rented equipment both locally and out of state to meet customer demands.
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Obtain outside transportation for equipment deliveries and pick-ups.
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Negotiate with vendors to obtain competitive pricing that properly suits the job requirements.
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Obtain quotes from other rental companies and trucking vendors and provide to Sales Department in an efficient and timely manner.
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ALWAYS demonstrate a strong sense of urgency in all dealings with both internal and external customers.
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Dispatch Coordination
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Efficiently process equipment and transportation service requests, considering factors such as location, equipment availability, pricing, and project timelines.
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Issue field equipment, transportation, and Purchase Order Requests for outside trucking.
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Ensure to provide employees and vendors with complete dispatch packet including Permits, Maps, and any supporting documents along with ensuring rigging requirements are loaded for the following day.
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Coordinate with Service Department to schedule pre/post rental equipment inspections.
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Supervise and assign tasks to company Drivers.
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Scheduling and Planning:
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Develop daily schedules considering job requirements, travel time, and legal regulations. Review and approve job tickets daily, timely, and accurately.
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Convert quotes and input Job Orders into NexGen as needed.
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Plan and organize equipment movements to optimize usage and minimize downtime utilizing GPS management system.
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Edit, manage, and distribute Daily Projections and Equipment Availability Reports to Inquipco and Mr. Crane staff at the end of each day.
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Communication:
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Maintain clear and constant communication with personnel, clients, and other relevant stakeholders.
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Provide updates on job statuses, delays, and any changes to the schedule.
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Coordinate with Service Manager for the availability and up-to-date maintenance status of the various equipment.
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Safety Compliance:
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Ensure that all dispatched jobs adhere to safety regulations and company policies.
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Collaborate with the safety team to address any safety concerns or incidents promptly.
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Order & issue POS for necessary daily travel permits and annual permits and receive vendor invoices.
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Monitor asset alerts and maintenance issues.
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Maintain expiration dates of all Crane Annual, Quadrennial Certifications, Annual Permits, Driver’s Licenses, and DOT Medical Evaluations.
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Problem-Solving:
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Address unforeseen challenges and changes in real-time, finding practical solutions to maintain operational efficiency.
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Coordinate alternative plans when faced with equipment issues or unexpected delays.
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As requirements come in for equipment that may not be ready, coordinate with the Service Department so priorities can be shifted to meet the needs of our customers.
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Documentation and Reporting:
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Keep detailed records of service requests, dispatch activities, and equipment availability.
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Generate regular reports on job completion, equipment utilization, and other relevant metrics.
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Maintain Dispatch Operating Manual
Minimum Qualifications
Education & Experience
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AA or bachelor’s degree and/or a minimum of 5 years’ experience in a relevant industry.
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Proven experience in dispatching, logistics, or a similar role, preferably in the crane or heavy equipment industry.
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Familiarity with crane operations and terminology.
Knowledge, Skills & Abilities
Knowledge:-
Cranes and Equipment: Understanding of crane operations, equipment capabilities, and terminology to effectively coordinate and dispatch resources.
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Logistics and Scheduling: Knowledge of logistics principles, scheduling techniques, and route planning to optimize the deployment of cranes and equipment.
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Safety Regulations: Familiarity with safety regulations and best practices in the crane and heavy equipment industry to ensure compliance and prioritize safety.
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Skills:
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Communication Skills: Excellent verbal and written communication skills to convey information clearly to crane operators, clients, and other stakeholders.
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Problem-Solving: Strong problem-solving skills to address unexpected challenges, changes in schedules, and equipment issues in real-time.
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Organizational Skills: Exceptional organizational skills to manage multiple tasks, prioritize dispatch requests, and maintain accurate records.
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Adaptability: Ability to adapt to changing circumstances, weather conditions, and project requirements to ensure smooth dispatch operations.
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Abilities
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Stress Management: Capability to remain calm and focused in high-pressure situations, ensuring efficient communication and problem resolution.
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Technical Proficiency: Proficiency in using dispatch software, GPS systems, and other relevant tools to enhance efficiency in resource allocation.
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Collaboration: Effective collaboration with crane operators, safety teams, and other departments to ensure seamless communication and coordination.
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 accommodations may be made to enable individuals with disabilities to perform the functions.
While performing the duties of this job, the employee is routinely required to sit, stand, walk, present, use hands and fingers to handle or feel, reach with hands and arms, and effectively speak and hear. The employee is sometimes required to: stoop, kneel, bend or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is normally performed in an office or office-like environment where noise level is minimal to moderate. Some work site visits, and automobile travel is required.
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 and such duties, activities or responsibilities may change or new ones may be added at any time with or without notice.
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.
The company is a, drug-free workplace, complies with ADA regulations as applicable and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.