[Hiring] Construction Rental Project Coordinator & Manager @Iron Core Rentals

Role Description

We're growing fast and need a Rental Coordinator who can own the process from quote to cash - keeping equipment moving, paperwork clean, and customers informed.

What You'll Do

• Order Intake & Reservations:
  • Receive incoming equipment orders and quotes from the sales team and convert them into reservations in Rentera.
  • Convert accepted quotes into confirmed reservations.
  • Communicate new reservations to the appropriate yard (Modesto or Sonora) via group chat, flagging which orders need transportation arranged.
• Transportation Coordination:
  • Source transportation for equipment pickups and deliveries, comparing multiple vendors for best price and availability.
  • Confirm scheduled pickup/delivery dates and times with drivers and yard staff.
• Delivery & Pickup Documentation:
  • Collect driver-submitted photo confirmation of each delivery and pickup.
  • Verify yard camera footage against driver-submitted photos.
  • Collect and record fuel level and engine/machine hours from yard staff or drivers at both delivery and pickup.
  • Upload all photos, delivery/pickup times, fuel levels, and hours into Rentera for each order.
• Order Close-Out & Invoicing:
  • Confirm call-off (return) dates and times between customers, drivers, and yard staff.
  • Enter all closing information into Rentera and close out the order.
  • For cash accounts, charge the card on file; for non-cash accounts, generate the invoice.
  • Check customer notes for any special invoicing requirements before sending.
  • Send invoice and billing email to the customer once delivery/return is confirmed.
  • Follow up by phone to confirm the customer received the invoice.
• Handoff & Collections Support:
  • Hand off closed-out orders to the accountant for collections follow-up.
  • Follow documented SOP for invoice follow-up and collection.
  • Double-check all information for accuracy before anything goes out to a customer.

Qualifications

• 1-3+ years of experience in rental coordination, dispatch, logistics, or construction equipment rental (heavy equipment industry experience strongly preferred).
• Comfortable learning and working daily inside rental management software (we use Renterra).
• Strong organizational skills and close attention to detail - this role is the last check before invoices go out.
• Clear, professional phone and written communication with customers, drivers, and yard staff.
• English Proficiency and Fluency (C2+ only).
• Ability to juggle multiple open orders across two yards at once without dropping details.
• Comfortable coordinating with vendors to compare pricing and availability.
• Proficient with standard office software such as Google Workspace (email, spreadsheets, group messaging), and CRM tools such as ClickUp.