Fleet Rental Coordinator

POSITION: FLEET RENTAL COORDINATOR

COMANCO is seeking a highly organized and detail-oriented Fleet Rental Coordinator to support our construction operations by managing the procurement, utilization, transportation, and return of rental equipment. This role is critical to ensuring projects have the right equipment available when needed while maintaining cost efficiency, accurate records, and strong vendor relationships.

KEY RESPONSIBILITIES:

Rental Equipment Coordination

• Source and procure rental equipment to meet operational needs (e.g., excavators, dozers, skid steers, etc.).

• Communicate with Operations to ensure rental equipment meets project-specific requirements.

• Negotiate rental rates, terms, and logistics solutions to maximize cost efficiency and equipment availability.

• Manage equipment on-rent and off-rent transactions to ensure accurate record keeping.

• Monitor rental utilization, analyze equipment hours to reduce rental costs and improve efficiency.

• Verify rental equipment is returned upon request and document any missing equipment or discrepancies.

• Coordinate transportation and logistics solutions to ensure timely delivery, relocation, and return of rental equipment.

• Resolve issues with equipment vendors, including delivery delays, equipment repairs or performance, billing discrepancies, and service-related matters.

• Arrange specialized transportation for heavy equipment, including oversized load permits and coordination with transportation vendors.

• Order fuel for the job sites and fleet shop as requested.

HCSS Dispatcher Administration

• Perform all rental equipment-related functions within HCSS Dispatcher, including:

• Process Equipment Needs Requests.

• Perform daily True-Up reporting.

• Inactivate and close completed jobs.

• Discontinue and merge off-rent equipment records.

• Maintain accurate equipment allocation and utilization records.

• Utilize HCSS Dispatcher and Telematics platforms to track equipment utilization and support operational planning. Analyze equipment locations and utilization data to identify and resolve discrepancies.

Financial Administration

• Create and manage purchase orders for rental equipment, transportation, repairs, fuel, and related services.
• Review, verify, and process rental equipment invoices for accuracy and timely payment; investigate and resolve discrepancies.
• Process and allocate rental-related costs to the appropriate projects and cost centers.
• Maintain accurate rental documentation, contracts, and supporting records.

General Responsibilities

• Manage a high volume of inbound and outbound telephone calls, emails, and vendor communications.
• Build and maintain positive working relationships with vendors, project personnel, and internal stakeholders.
• Attend scheduled meetings and training sessions as assigned.
• Provide backup support to the Off-Road Dispatcher as needed.
• Assist in the development, review, and maintenance of Fleet Department Standard Operating Procedures (SOPs).
• Perform other duties and special projects assigned by Management.

Qualifications

• Education and/or Experience: High school diploma or GED plus technical education; or three to five years related experience and/or training; or equivalent combination of education and experience.
• Computer Skills: Skilled knowledge of computerized accounting systems and administrative software. Working Knowledge of Database software; Internet software; Spreadsheet software, Word Processing software, Outlook.

COMANCO is an Equal Opportunity Employer: minority/female/disability/veteran

Qualified applicants will receive consideration for employment 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.

Drug-free Workplace under Federal Law