Rental Equipment Coordinator

Burrow Global has an immediate opening for an experienced Rental Equipment Coordinator. The incumbent is responsible for actively managing rental equipment across the petrochemical facility to maximize utilization minimize unnecessary rental costs and ensure uninterrupted vendor invoicing. This role focuses on tracking current and upcoming rental needs redeploying equipment already on-site where feasible and ensuring purchase orders remain adequately funded and current.

The Rental Coordinator serves as the central point of coordination for all rental equipment ensuring visibility of what is on rent today what is scheduled to arrive and what can be reassigned to support upcoming jobs. This role emphasizes cost control by reducing avoidable deliveries and pickups optimizing monthly utilization and maintaining strong financial controls through proper PO management.

Daily Responsibilities

1. Rental Equipment Tracking & Visibility

• Maintain a centralized view of all rental equipment currently on-site including asset type on-rent/off-rent dates assigned job or cost center and associated PO.
• Track upcoming rental requirements to anticipate demand and identify opportunities to reuse existing equipment.
• Monitor equipment status (active idle approaching off rent) and take proactive action as needed.

1. Asset Optimization & Cost Savings

• Identify opportunities to move equipment already on-site from one job to another to avoid unnecessary delivery and pickup charges.
• Coordinate redeployment of equipment between jobs where scopes timing and equipment suitability align.
• Maximize monthly utilization of rental assets to ensure full value is realized for each billing period.
• Batch deliveries and pickups when possible to reduce transportation and handling fees.

1. Coordination with Job Owners & Stakeholders

• Communicate regularly with job owners planners and cost center owners to understand upcoming needs and expected rental durations.
• Confirm continued need for idle or underutilized equipment and initiate off-rent actions when no longer required.
• Escalate unresolved equipment or funding decisions as appropriate to avoid cost leakage.

1. Purchase Order & Invoice Readiness

• Ensure all rental equipment is supported by valid approved and adequately funded purchase orders prior to invoicing.
• Monitor PO balances and notify PO owners in advance when funding is nearing depletion.
• Coordinate change orders or extensions to prevent invoice holds rejected invoices or account delinquency.
• Maintain accurate alignment between rental periods rates and PO line details to support timely invoice payment.

1. System & Data Management

• Maintain accurate rental data in supporting systems (e.g. rental management platforms tracking tools or internal trackers).
• Verify rental start and end dates equipment status and billing alignment.
• Support month-end and periodic reporting by providing accurate rental status and cost data.

1. Key Objectives & Outcomes

• Reduce total rental spend by minimizing redundant rentals and avoidable delivery/pickup charges.
• Increase utilization of on-site rental equipment across multiple jobs.
• Ensure purchase orders remain current and properly funded to support uninterrupted invoicing.
• Improve visibility accountability and financial control over rental equipment usage.

1. Deliverables

• Up-to-date rental equipment tracker reflecting current and upcoming rentals.
• Timely notifications to PO owners regarding funding extensions or off-rent decisions.
• Documented redeployment actions and cost-avoidance opportunities.
• Coordination records supporting rental movements extensions and off-rent action

Qualifications:

Bachelors degree preferred or 5 years experience with rental equipment

1-3 years rental equipment experience preferred

Strong communication skills

Able to work independently

MS Excel skills a must (pivot tables KPI reporting equipment trackers etc.)

Active TWIC card

Valid Drivers license

Work Schedule: Mon-Fri: 40 hours a week (5) 8 hour days

Mon-Thurs: onsite Friday: remote after training. Candidate should be prepared to be on site if needed

Required Experience:

IC