Rental Coordinator/Dispatcher at Aston Carter

, Maryland, United States -

Full Time

Start Date

Immediate

Expiry Date

09 Aug, 26

Salary

26.0

Posted On

11 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Dispatching, Rental Coordination, SAP, Microsoft Office Suite, Customer Service, Logistics Coordination, Billing, Inventory Tracking, Mechanical Aptitude, Data Entry, Contract Management, Accounts Receivable Support, Equipment Sourcing, Record Keeping, Reporting, Time Management

Industry

Staffing and Recruiting

Description

Job Title: Rental Coordinator/Dispatcher Job Description The Rental Coordinator oversees day-to-day rental operations for material handling and heavy equipment, ensuring that equipment is available, prepared, delivered, and billed accurately for internal and external customers. This role combines customer service, logistics coordination, and detailed administrative work, including contract setup, billing, collections support, and equipment tracking. The Rental Coordinator works closely with service, logistics, sales, accounts receivable, and vendors to provide a seamless rental experience while maintaining accurate records and reports in SAP and Microsoft Office. Responsibilities Manage all rental opportunities for internal and external customers, providing responsive and professional service throughout the rental lifecycle. Coordinate with the shop to ensure trucks and equipment are repaired, prepped, and ready for each rental, including leading a weekly call with the shop to review work-in-process and check-in status. Collaborate with logistics to arrange delivery and pickup of all rental equipment in a timely and efficient manner. Prepare and provide rental quotes, set up rental contracts, and handle all aspects of billing, credits, and rental abuse charges. Review the daily rental invoice run and invoice review reports, and file all related documents in the appropriate locations for easy retrieval and audit readiness. Assist the Accounts Receivable team with collections activities when requested, helping to resolve billing issues and secure payment. Work with existing customers using rental equipment to ensure appropriate funding is in place on their purchase orders. Track all rental equipment, perform inventory checks as required, and produce and review various rental reports to monitor utilization and availability. Conduct equipment searches within the internal network and with outside vendors to source appropriate rental equipment when needed. Maintain complete and accurate rental records, including open and closed contracts and all related billing procedures, with accurate data entry into SAP. Maintain detailed equipment files reflecting equipment status, notes for all sections, upcoming opportunities, repair quotes, specifications, and other information relevant to the rental team. Close out service management status on all returned equipment, coordinating with service, which maintains status for outgoing equipment. Track rental opportunities to ensure timely follow-up by all parties, including sending a bi-weekly rental quote log email to the sales team for open quotes. Review and approve all incoming vendor invoices for re-rent equipment, tracking and monitoring them to ensure correct and accurate billing from vendors. Respond promptly and professionally to individual and group emails related to your territory, prioritizing communications as necessary. Assist the other Rental Coordinator with duties as needed to support the overall rental team. Run rental reports for customers upon request, review the information, and work directly with customers to address questions or issues. Support the logistics coordinator as necessary to ensure smooth coordination of deliveries, pickups, and related activities. Review daily service invoicing to the rental department, ask clarifying questions when needed, and return any invoices that lack proper documentation or backup for rental charges. Work with the rental manager on equipment needs, including evaluating new truck orders, lease purchases, and power requirements to support the rental fleet. Demonstrate strong administrative practices by maintaining organized records, accurate spreadsheets, and clear documentation to support rental operations. Adjust work responsibilities as the role evolves and grows, maintaining flexibility and a proactive approach to changing business needs. Essential Skills 3–5 years of experience in dispatch or rental coordination. Industry knowledge in heavy equipment or forklift/material handling. Mechanical aptitude with the ability to understand equipment and basic service needs. Proficiency with SAP for data entry and rental billing procedures. (Preferred) Strong skills in Microsoft Office Suite, including Excel, Word, and related applications. Ability to type approximately 40 words per minute for efficient data entry and documentation. Strong administrative skills with excellent organization, attention to detail, and record-keeping abilities. Comfort working with numbers and spreadsheets to manage billing, reporting, and tracking. Demonstrated ability to provide high-quality customer service in a rental or logistics-focused environment. Work Environment This is a full-time, hourly, 100% on-site position, with occasional flexibility to work from home during weather-related events with prior approval. The standard work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour lunch break, although hours may be adjusted based on business needs. The role may involve occasional travel to nearby locations such as Richmond/Ashland for short visits (typically 1–2 days at a time during the first few months) for training or team collaboration. The company offers a comprehensive benefits package upon permanent hire, including multiple medical plan options through a major network with several coverage levels, a 401(k) plan with a company match, and paid time off that starts at 11 days in the first year and increases to 17 days in the second year. The culture emphasizes teamwork, responsiveness to customer needs, and a structured, process-driven approach to rental operations. Job Type & Location This is a Contract to Hire position based out of Frederick, MD. Pay and Benefits The pay range for this position is $24.00 - $26.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Frederick,MD. Application Deadline This position is anticipated to close on May 18, 2026. About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

Responsibilities

Oversees day-to-day rental operations for heavy equipment, managing the full lifecycle from quoting and contract setup to delivery and billing. Coordinates between the shop, logistics, and sales teams to ensure equipment availability and accurate record maintenance in SAP.