Coordinator - Heavy Equipment Rental Support

Description

Position Summary

This position is responsible for delivering comprehensive administrative support to the Heavy Equipment Rental team. Key responsibilities include auditing and maintaining accurate records, managing the intake and processing of rental documentation, and tracking invoices to ensure timely billing and payment. The role also involves serving as a primary point of contact for both internal departments and external clients, providing prompt and professional customer service to address inquiries, resolve issues, and support overall operational efficiency.

Position Duties/Responsibilities

Primary Responsibilities:

• Ensure timely and accurate completion of all departmental documentation, including internal and external invoices.
• Record, monitor, and provide regular updates on equipment orders and attachment inventories across multiple locations.
• Maintain comprehensive historical databases and systems for all equipment and customer records, including images, invoices, service history, and related data.
• Process incoming new and used equipment, note any damage and required repairs, and update inventory records to keep data accurate.
• Serve as a liaison between the shop and other departments to coordinate appropriate repairs and invoicing for rental equipment.
• Proactively schedule maintenance based on preset service schedule and monitor condition of equipment as needed.
• Manage accurate inventory records of machines and attachments across all heavy equipment rental locations.
• Collaborate with the MacAllister Asset Manager, Sales Coordinators, and Caterpillar Heavy Rental Representatives to document and report Certified Used Equipment sales for the purpose of securing funds from Caterpillar.
• Provide detailed documentation and justification for Heavy Equipment rental fleet loaners and rebuild support units, ensuring all eligible revenue is recovered from Caterpillar programs.
• Assist with audit preparations and work closely with the auditing team to support inventory reconciliation and ensure compliance.
• Support logistics for all sold machines and attachments (including heavy, light, landscape, and used equipment) in alignment with new sales processes.
• Responsible for coding vendor invoices related to heavy rental operations (e.g., freight, marketing).
• Partner with the MacAllister Accounts Receivable team to manage customer inquiries, purchase orders, and dispute resolutions.

Supervisory Responsibilities:

• No formal responsibility for supervising others

Position Requirements

Required:

• High School Diploma or GED
• 3 years or more of experience performing administrative tasks in sales or office environment
• 1 year equipment/logistics

Preferred:

• Associate degree or bachelor’s degree with a business related concentration
• 5 years or more of equipment experience

Knowledge, Skills, And Abilities

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong multitasking abilities, detail-oriented and self-motivated
• Professional demeanor with both internal and external contacts including personal appearance and friendly, courteous treatment of peers, and people at all levels inside and outside the organization
• Proficient computer and data entry skills with Microsoft Office (Outlook, Word, Excel, and PowerPoint), and the ability to learn corporate systems.
• Ability to build and maintain effective customer and professional relationships through strong interpersonal skills with emphasis on relationship-building and consistent demonstration of solid professional judgment
• Strong aptitude in problem solving, critical thinking, and creative thinking
• Ability to develop and improve processes
• Ability to work in a fast-paced environment
• Excellent communication skills, including verbal, written and listening skills

Other Requirements of Position

• Works under general supervision. Employee acts independently to handle standard problems but usually report on such problems.  More unusual problems are referred to a supervisor/manager
• Major responsibilities typically require a modest amount of creativity and latitude. Employee typically operates under general instructions with some established procedures and policies
• Frequently communicates with management, coworkers, and vendors
• Maintains equipment and supplies to avoid waste, damage to areas and equipment, and to prevent accidents

The duties and responsibilities outlined in this posting are not exhaustive and may evolve based on business needs.

All MacAllister Machinery companies are an Equal Employment Opportunity Employer, including Disabled and Veteran applicants.