Rental Coordinator

Description

About Sherman + Reilly

Established in 1927, Sherman + Reilly is North America's leading manufacturer of transmission and distribution line-stringing equipment for the electric utility industry. From our Chattanooga headquarters, we design and build pullers, bullwheel tensioners, puller-tensioners, pilot line winders, underground pullers, reel trailers, reel stands, and stringing blocks, engineered for safety and built to last. Driven by a nearly century-long commitment to lineman safety and continuous innovation, we partner with the electric power industry to help meet the energy needs of the future. As part of Quanta Services, a leading infrastructure solutions provider for the electric power industry, we pair a nearly century-old brand with the scale and career opportunity of a large parent organization.

Total Rewards

Sherman + Reilly offers a competitive total rewards package backed by the scale of Quanta Services, designed to support your financial, physical, and professional well-being:

• Competitive base salary with annual performance-based bonus eligibility.

• Comprehensive medical, dental, and vision coverage.

• 401(k) retirement savings plan with company match.

• Generous paid time off, paid holidays, and company-paid life and disability insurance.

• Support for professional development and CPA/CMA continuing education.

• Relocation assistance may be available for qualified candidates.

Sherman + Reilly is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Position Summary

The Rental Coordinator manages the day-to-day rental fleet operations for the company's heavy equipment lines, serving as the primary point of contact between customers, the outside sales team, and internal departments for all rental transactions. This role owns the rental process end-to-end — from quote generation and contract creation through dispatch, return, and billing — while maintaining fleet availability, utilization, and readiness. The ideal candidate combines strong customer service instincts with logistics coordination and comfort working around heavy machinery and will report to the Director of Sales.

Key Responsibilities

• Deliver exceptional customer service by responding to customer inquiries and resolving issues in a timely and professional manner.

• Process rental quotes, contracts, and reservations for heavy equipment in the rental management system.

• Coordinate equipment delivery and pickup schedules with transportation/logistics teams, the outside sales team, and customers.

• Coordinate with Finance and the Director of Sales on current pricing, discount structures, and promotional programs in accordance with company policies.

• Track fleet availability and utilization; proactively flag conflicts, shortages, or units due for return.

• Serve as the primary RSM, SAM, sales reps, and customer contact for rental inquiries, extensions, off-rents, and billing questions.

• Coordinate with RSM, SAM, and sales reps on the inspection results of equipment condition at dispatch and return; document damage, hour meter readings, and quotes if damage occurs.

• Maintain accurate rental records, contracts, insurance certificates, and compliance documentation for each transaction.

• Support rental invoicing, extensions, credit card payments, and billing adjustments in coordination with accounting/finance.

• Support the outside sales team with rental program questions and fleet allocation.

• Monitor rental agreements for expiration, renewal, and return logistics; follow up proactively with customers.

• Assist in forecasting rental demand and communicating fleet needs to the Director of Sales and Production team.

• Maintain working knowledge of equipment specifications, attachments, and safe operating requirements to advise customers accurately.

• Proficiency with SAP and Microsoft Office..

• Strong organizational skills with the ability to manage multiple contracts, schedules, and deadlines simultaneously.

Requirements

Education & Experience

• Bachelor’s degree in business, logistics, supply chain, or a related field required.

• Minimum of 2 years of experience in equipment rental, inside sales, customer service, or logistics coordination; heavy equipment industry experience preferred.

• Experience with rental contracts, quoting, and billing processes preferred.

Knowledge, Skills & Abilities

• Proficiency with SAP and Microsoft Office (Excel, Outlook, Word).

• Excellent verbal and written communication skills, with a customer-first approach.

• Strong organizational and time-management skills; able to manage multiple contracts, schedules, and deadlines simultaneously.

• Attention to detail and accuracy in contracts, documentation, and billing.

• Ability to work collaboratively with Sales, Finance, Logistics, and Production teams.

• Working knowledge of heavy equipment, attachments, and safe operating requirements, or the ability to learn quickly.

Physical Requirements & Work Environment

• Primarily office-based, with periodic time in the yard or shop around heavy machinery.

• Must comply with all site safety requirements, including appropriate personal protective equipment (PPE).

• Ability to sit and work at a computer for extended periods.

Other Requirements

• Valid driver’s license and a clean driving record.

• Ability to pass a pre-employment background check and drug screen, per company policy.

• Regular, reliable attendance and flexibility to support peak rental periods.