Administrative Assistant I / Rental Coordinator

About the Role

We’re seeking an organized, proactive Administrative Assistant I / Rental Coordinator to support customer service, rental coordination, billing, equipment logistics, and yard operations. This role is ideal for someone who enjoys balancing office responsibilities with hands-on equipment coordination.

Key Responsibilities

• Rental Coordination & Customer Service
• Communicate professionally with customers, vendors, salespeople, and technicians about service needs, orders, and equipment shipments.
• Follow up on orders and releases and keep customers and internal teams informed.
• Coordinate manpower and equipment transportation with the Equipment Coordinator, Depot Manager, salespeople, and transportation suppliers.
• Prepare rental agreements, bills of lading, and job-related purchase orders as needed.
• Log project releases, obtain customer signatures, track outsourced transportation, and close completed jobs on the schedule board.
• Participate in weekly depot meetings and monthly coordinator and accounts receivable calls.
• Billing & Accounts
• Review and approve customer invoices; follow up with customers to confirm receipt and request payment dates.
• Review vendor invoices for accuracy and proper payment documentation.
• Maintain accounts payable and accounts receivable tracking files.
• Equipment & Yard Coordination
• Assist with loading and unloading equipment.
• Verify outgoing equipment tags and bills of lading.
• Inspect returned equipment for damage or missing accessories and report findings to the Depot Manager.
• Maintain equipment and spare-parts inventories, trailer inspection and registration records, and equipment repair task lists.
• Quality Control & Safety
• Schedule inspections and preventive maintenance for rental equipment.
• Check billing for damaged equipment and missing accessories.
• Help control job-site repair and freight expenses.
• Complete assigned safety inspections of the office, warehouse, equipment yard, records, and fire extinguishers.

Requirements & Tech Stack

• Strong customer service, communication, and phone skills.
• Excellent organization and attention to detail; able to manage multiple priorities.
• Experience with invoicing, accounts payable/receivable, logistics, dispatch, or rental coordination is an asset.
• Comfortable working in both an office and equipment-yard environment.

Details

• Location: Phoenix, AZ 85043, United States
• Job Type: Full-time
• Pay rate: $28.00
• Schedule: Mon-Fri 7am-3:30pm