Rental Coordinator

We are looking for a highly organized Rental Coordinator to be the structural support of our client's local machine rental company. This is a fast-paced, office-based role for someone who excels at documentation, scheduling, and customer communication. You will be the primary point of contact for rental inquiries, ensuring that every transaction—from the first customer call to the final invoice—is handled accurately and efficiently.

If you're looking to bridge the gap between customer needs and operational execution, apply now for immediate consideration!

Hours

Full-time, Monday-Friday, 7:30am-4:30pm

Location

Kailua-Kona, Big Island

Pay

$54,000 to $60,000 a year

Responsibilities

• Act as the primary voice for the rental department, fielding incoming calls and emails, providing equipment quotes, and explaining specifications to the customers.
• Manage the end-to-end rental process, which includes verifying customer accounts and insurance, and preparing all necessary rental agreements and digital documentation.
• Oversee the logistics of the fleet by coordinating equipment hauling schedules, managing deliveries, and arranging equipment transfers between the branches.
• Handle the financial documentation for the department, including processing invoices, collecting payments, and coding expenses into the accounting system.
• Maintain accurate, organized digital logs and files for all rental activity, ensuring the records regarding equipment status and hauling are always up to date.
• Work collaboratively with the Lot Technician and service team, keeping them informed of equipment status, upcoming rentals, and any maintenance or repair needs that arise.

Qualifications

• Minimum of 3 years of previous office, logistics, or customer service experience required.
• Prior experience in the heavy equipment, construction, or logistics/dispatching industry is a major plus.
• Proficiency in Microsoft Office Suite (Word, Excel) and Google Workspace (Drive, Docs, Sheets).
• Familiarity with basic bookkeeping, invoice coding, or rental software (like QuickBooks, RMI, or similar systems).
• Understanding of scheduling, delivery, or supply chain concepts.
• Strong verbal and written communication skills.
• A proven ability to maintain accurate records, track invoices, and manage schedules, especially prioritizing certain tasks in a fast-paced environment.
• Professional, calm, and friendly demeanor.