Job Description

Rental Coordinator

Department: Admin

Employment Type: Full Time

Location: Bensalem, PA

Description

The Rental Coordinator is responsible for supporting the planning, execution, and coordination of rental equipment and operational logistics to ensure projects are delivered on time, within scope, and within budget.

This role plays a critical part in maintaining yard efficiency, managing inventory, coordinating equipment logistics, and supporting procurement and field operations. The Rental Coordinator will work cross-functionally with operations, vendors, and logistics teams to ensure seamless execution of projects and day-to-day operations.

This role will be based out of our Trevose, PA Branch location.

Responsibilities

Procurement

• Coordinate acquisition of supplies, materials, and rental equipment from vendors
• Manage rental equipment lifecycle including calling equipment on/off rent
• Create and manage purchase orders ensuring pricing accuracy and completeness
• Maintain vendor relationships and identify new vendors to support operational needs
• Review daily documentation for accuracy and completeness
• Monitor inventory levels and order equipment and parts as needed
• Coordinate scheduling and use of trucks, trailers, and equipment with operations teams
• Maintain accurate tracking of rental and owned assets for billing and operational use
• Organize yard resources using tracking systems and inventory tools
• Oversee maintenance coordination and yard upkeep including equipment storage and organization
• Ensure timely delivery of equipment, tools, and materials to job sites
• Assist with resolving operational and personnel issues within the yard
• Ensure all equipment is inspected and properly maintained
• Tag damaged or non-operational equipment and coordinate repairs
• Maintain service records and equipment history
• Support preventative maintenance programs across all equipment
• Perform inventory reporting and usage analysis
• Coordinate warranty work and maintenance scheduling for company assets
• Support asset tracking systems such as GPS or digital tracking tools
• Coordinate scheduling, dispatch, and transportation logistics for company operations
• Manage relationships with third-party transportation providers
• Monitor driver activity to ensure compliance with DOT, OSHA, EPA, and company standards
• Support scheduling of drivers including hours, overtime, and deployment needs

Requirements

• High School Diploma or equivalent
• Strong organizational and time management skills with ability to handle multiple projects
• Strong communication skills (verbal and written)
• Proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Strong attention to detail and accuracy
• Ability to work in a fast-paced operational environment
• Valid driver’s license
• Ability to operate forklift or heavy equipment (or willingness to learn)
• Ability to work standard yard hours (7:00 AM – 5:00 PM, Monday–Friday) with occasional weekend support
• Ability to travel occasionally as needed
• Experience in rental coordination, logistics, yard operations, or oil & gas industry
• Experience with CRM or operational tracking systems
• Experience managing vendors and procurement processes

Benefits

• Paid Holidays
• Medical / Dental / Vision coverage
• Health savings account (HSA)
• Company Paid Life Insurance and Accidental & Dismemberment Insurance
• Voluntary Life Insurance
• 401k with a company match
• Paid Time Off
• Employee Assistance Program
• Professional Development Programs
• Employee Referral Programs
• Voluntary Benefits Offered

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