Rental Coordinator in Everett, Washington at University Mechanical Contractors, Inc

Starting Hourly Wage: $25.00 - $40.87/hour; depending on experience

Location: Everett, WA

Classification: Non-exempt

Must be eligible to work in the U.S. - Sponsorship not available

Position Overview:

The Rental Coordinator is accountable for the efficient, cost-controlled operation of the equipment rental process from request through return and invoice closeout. This role coordinates rental sourcing, delivery, pickup, contract status, job coding, vendor follow-up, and customer communication to ensure equipment is available when needed and returned when no longer required. The position also monitors rental activity to reduce unnecessary spending, prevent billing delays, support internal Tool Room utilization, and identify opportunities to replace recurring third-party rentals with UMC-owned equipment where practical.

Key Responsibilities:

• Communicates directly with project managers, foremen, vendors, Purchasing, and Tool Room staff to coordinate rental requests, active contracts, delivery needs, pickup needs, and related business support.
• Opens, updates, and closes rental contracts accurately, ensuring each rental is tied to the correct job, purchase order, pricing structure, approval path, and responsible party.
• Coordinates sourcing, delivery, pickup, and return activity to ensure rented equipment is available when needed and removed from the jobsite when no longer required.
• Monitors rental due dates in advance, confirm whether equipment remains needed, and drives timely call-offs, returns, and contract closeout.
• Maintains visibility to active, aging, and overdue rentals and works with field teams and vendors to eliminate unnecessary charges and unresolved rental status issues.
• Reduces rental spend by validating need before a rental is opened, checking whether available UMC equipment can be reassigned, and escalating recurring demand that may justify internal ownership.
• Identifies equipment with repeated use, high rental cost, and reasonable ownership potential, and supports buy-versus-rent recommendations with Tool Room, Purchasing, and Operations leadership.
• Reviews rental purchase orders, job coding, funding status, and invoice issues to prevent negative balances, miscoding, delayed approvals, and unnecessary administrative churn.
• Tracks rental billing issues by vendor, job, purchase order, and root cause, and escalates disputes, missed credits, rebate questions, pricing issues, and other vendor accountability concerns.
• Uses rental activity and vendor issue data to support vendor scorecards, pricing discussions, sourcing decisions, and process improvement opportunities.
• Serves as the first line of support for rental-related customer service while maintaining a professional, responsive, and solutions-focused relationship with internal customers and vendors.

Required Skills and Abilities:

• Excellent verbal and written communication skills.
• Strong customer service and field coordination skills.
• Proficient in Microsoft Office Suite or related software necessary to create and maintain reports, logs, and rental tracking records.
• Excellent organizational skills, attention to detail, and ability to manage multiple active rentals, vendors, and deadlines.
• Ability to review rental, purchase order, billing, and job-cost information for accuracy and timely correction.
• Sound judgment and follow-through in cost control, vendor escalation, and deadline-driven coordination.
• Ability to perform well in a fast-paced environment.

Preferred Education and Experience:

• High School diploma or GED.
• Experience with tools, equipment, rentals, warehouse operations, purchasing support, or inventory control.
• 2-10 years of warehouse, rental coordination, returns, inventory, purchasing, or related operations experience preferred.
• Construction, mechanical contracting, or equipment rental experience preferred.

Required Licensing and Other Certifications:

• Maintain a valid driver’s license and satisfactory driving record.