Rental Coordinator

The Rental Coordinator is responsible for providing responsive accurate and customer-focused rental support while coordinating the availability reservation contract administration checkout return invoicing movement condition documentation and status of Milford rental equipment and related assets.

This position serves as a primary rental contact for customers and works closely with Rental Sales Operations Warehouse Technical Services Logistics and other Milford departments to ensure customer needs are addressed equipment is accurately documented and available rental transactions are processed correctly and equipment movement repairs returns and follow-up are coordinated efficiently.

The Rental Coordinator maintains accurate rental contracts reservations equipment-status records service tickets transfer records supporting documentation and system transactions. The position is expected to develop sufficient working knowledge of Milford rental equipment and fusion processes to answer routine customer questions identify when technical assistance is required and ensure questions outside the employees demonstrated knowledge are referred to an appropriately qualified Milford resource.

Success in this position requires strong customer service organization attention to detail asset accountability communication teamwork safe work practices reliable follow-through and flexibility to support extended-hours and on-call customer needs.

Customer Service & Cross-Functional Coordination

1. Provide responsive professional courteous and solutions-focused service to rental customers in person by telephone email and other approved communication methods.

2. Identify customer rental needs clarify requested equipment and timing and coordinate appropriate rental solutions within the employees training authority and available inventory.

3. Take ownership of customer requests through resolution or ensure an appropriate and clearly communicated handoff to another Milford team member.

4. Work collaboratively with Rental Sales Operations Warehouse Technical Services Logistics Purchasing and other Milford departments to coordinate customer requirements equipment availability transportation repairs inventory movement and rental-related needs.

5. Communicate accurate and timely information regarding reservations availability contract status deliveries and pickups equipment condition repairs delays substitutions extensions and other matters affecting customer service.

6. Maintain professional working relationships with customers coworkers vendors and other business partners while managing competing priorities and time-sensitive needs.

Rental Contracts Reservations & Billing

7. Create review modify and maintain rental contracts reservations service tickets and related records in accordance with established procedures and delegated authority.

8. Verify customer information rental dates equipment or asset identifiers rates accessories delivery or pickup arrangements and other required information before finalizing rental transactions.

9. Identify and correct routine rental-contract errors and promptly escalate pricing credit contract customer-account or other exceptions requiring management guidance or authorization.

10. Process routine rental extensions within established terms and delegated authority; obtain management guidance or approval when rates terms credits or other contract conditions fall outside established parameters.

11. Create timely and accurate invoicing for rental contracts and service tickets in accordance with company procedures and assigned authority.

12. Ensure required customer acknowledgments signatures checkout documents return documents and other supporting records are completed and retained as required.

13. Maintain accurate reservation tags equipment-status records open-rental information and system documentation so equipment is not represented as available when it is reserved rented in transit out for repair or otherwise unavailable.

14. Monitor open rental contracts and communicate overdue equipment requested extensions missing equipment unresolved returns or other contract concerns to management as appropriate.

15. Process pricing credits contract exceptions damage-related charges cleaning charges fuel charges and similar matters only within established procedures and delegated authority; obtain management guidance when required.

Equipment Checkout Return & Asset Protection

16. Coordinate and document rental equipment checkout and return activities including equipment identity serial or asset number condition included accessories components keys manuals cables inserts stands trailers or other items issued with the rental.

17. Inspect and document visible equipment condition at checkout and return including photographs or other required records and identify missing components damage excessive wear cleanliness concerns or other discrepancies.

18. Document observed damage or missing items but do not independently determine customer financial responsibility unless authorized under company procedures.

19. Do not release equipment known or reasonably suspected to be unsafe damaged incomplete overdue for required inspection or service or otherwise not ready for rental. Immediately route the equipment for appropriate evaluation and notify the appropriate Milford resource.

20. Coordinate identified equipment repair or service needs with an appropriately qualified Technical Services employee mechanic Rental Fleet resource or designated management representative and communicate authorized information to the customer.

21. Ensure returned equipment is properly identified and routed for inspection cleaning maintenance repair quarantine transfer or return-to-available status as appropriate.

22. Promptly report suspected theft loss unauthorized use missing equipment or components unexplained equipment location significant damage customer-reported safety incidents or unusual rental activity to management.

23. Protect Milford and customer assets by following established access authorization documentation security inventory-control and asset-protection procedures.

Inventory Transfers & Equipment Movement

24. Pick inventory stage rental equipment and prepare approved merchandise or equipment for customer pickup transfer or delivery within the employees training and authorization.

25. Coordinate and document movement of rental equipment inventory and assets between Milford locations and ensure required transfer reservation contract or other system records are completed accurately.

26. Participate in rental-fleet verification cycle counts physical inventories and other assigned inventory-control activities.

27. Assist in researching discrepancies involving rental assets accessories inventory location contract status or transaction history and report unresolved discrepancies to management.

28. Load and unload customers or company vehicles when assigned properly trained and authorized using approved material-handling and load-securement practices.

29. Operate a forklift only after completing required training and receiving company authorization. Telehandler experience is preferred; telehandler operation is permitted only after completing required training and receiving specific authorization.

30. Complete required pre-use inspections before operating assigned material-handling equipment and immediately report defects damage or unsafe conditions.

31. Use team assistance or approved mechanical equipment when an item is too heavy bulky unstable awkward or otherwise unsafe for individual handling.

Product Knowledge Fusion Training & Technical Escalation

32. Develop and maintain working knowledge of Milford rental equipment common product categories rental processes equipment terminology and typical customer applications.

33. Complete required McElroy fusion training/certification for small- medium- and large-diameter equipment within 90 days of employment to develop sufficient working knowledge of fusion processes machine operation applications and terminology to support customers effectively.

34. Recognize the limits of personal technical knowledge and training. When uncertain about equipment suitability application setup operation compatibility repair fusion procedure or another technical matter seek assistance from an appropriately qualified Milford resource rather than provide unverified information.

35. Do not provide technical instruction equipment demonstrations customer-site equipment operation or application-specific guidance beyond the employees demonstrated training and authorization.

36. Proactively communicate product equipment fusion system or process training needs to the Branch Manager or designated supervisor and participate in assigned manufacturer vendor system safety and operational training.

Systems Safety & General Responsibilities

37. Use Microsoft 365 Microsoft Dynamics 365 Business Central rental systems mobile devices scanners and other assigned technology accurately and maintain timely electronic records and communications.

38. Maintain a clean organized secure safe and professional rental counter equipment staging area warehouse/yard work area and assigned workspace.

39. Wear required PPE and comply with applicable Milford Winsupply customer site-access environmental safety cybersecurity equipment vehicle and recordkeeping requirements.

40. Complete customer-specific site-specific or additional on-site safety training when required for assigned duties before entering or performing work at the applicable location.

41. Maintain confidentiality regarding customer information pricing contracts account information payment information equipment records company records and other sensitive business information.

42. Maintain regular reliable and punctual attendance and remain available during assigned work hours extended-hours assignments and on-call responsibilities.

43. Perform other duties as assigned by the Branch Manager or designated management representative.

1. Strong customer-service orientation with the ability to communicate professionally and effectively with customers in person by telephone email and other approved communication methods.

2. Ability to multitask organize work prioritize competing needs meet deadlines and maintain accuracy in a fast-paced customer-service environment.

3. Ability to work effectively across departments including Rental Sales Operations Warehouse Technical Services Logistics and other Milford functions.

4. Excellent verbal and written communication skills and the ability to read write speak and understand English sufficiently to perform the essential functions safely and accurately.

5. Ability to create review correct and maintain rental contracts reservations service tickets transfer records invoices equipment-status records and related documentation.

6. Ability to understand and maintain the rental package/group/unit structure and its relationship to fixed assets inventory service units accessories and rental-system records.

7. Ability to learn and maintain detailed working knowledge of rental-fleet equipment including common McElroy and other manufacturer equipment used by Milford.

8. Ability to identify when a customer equipment contract pricing credit repair or technical issue requires escalation to management or another qualified resource.

9. Ability to accurately identify equipment using serial numbers asset numbers descriptions manufacturer information photographs and visual characteristics.

10. Ability to handle company and customer assets responsibly and maintain accurate chain-of-custody condition and transaction records.

11. Proficiency with Microsoft 365 and ability to learn and accurately use Microsoft Dynamics 365 Business Central and other assigned rental inventory and business systems.

12. Demonstrated knowledge of safe work practices and willingness to perform required tasks in warehouse yard loading and customer-facing environments.

13. Ability to professionally represent Milford and maintain effective working relationships with customers coworkers managers vendors and other business partners.

14. Ability and willingness to work extended hours after-hours weekends and on-call assignments as business needs require.

15. Must possess and maintain a valid drivers license acceptable motor vehicle record and insurability under Milford requirements.

1. High school diploma GED or equivalent combination of education and relevant experience preferred.

2. One year of rental customer service industrial equipment oilfield supply warehouse logistics mechanical-support or related experience preferred.

3. Obtain and maintain Milford-required forklift operator qualification/certification within 90 days of employment.

4. Complete required McElroy fusion training/certification for small- medium- and large-diameter equipment within 90 days of employment.

5. Telehandler experience or qualification is preferred. If telehandler operation is assigned required training and company authorization must be completed before operation.

6. Complete assigned Milford Winsupply Business Central rental-system equipment safety driving PHMSA customer-site and policy training within established timeframes.

7. Maintain all required licenses training qualifications system access driving privileges insurability and testing eligibility as conditions of performing assigned duties.