Rental Coordinator

Rental Coordinator

The Rental Coordinator is responsible for but not limited to, coordinating, tracking, and managing rental equipment used in field operations to ensure availability, cost control, and accurate billing. This role works closely with project managers, field personnel, vendors, and internal support teams to support operational execution while maintaining strong oversight of rental usage, costs, and documentation.

Supervision:

• Reporting to Rental Equipment Manager

Responsibilities:

• Source rental equipment required to support field operations and project execution
• Enter and maintain rental records within Aimsio, including equipment setup, incoming and outgoing transfers and pricing
• Maintain the Rental Tracking Log, and prepare reports for WWM Management
• Coordinate rental availability, pricing and duration with vendors
• Manage rental equipment returns to the Vendors, reporting days usage
• Coordinate with field personnel to obtain and follow up on material transfer documentation
• Work with Equipment Coordinators and Logistics for delivery and pick up of equipment
• Manage relationships with rental vendors, including communication and problem resolution
• Provide Project Management equipment rental estimates for bids and project planning
• Communicate all relevant information with Project Management, Equipment Coordinators, Procurement, Logistics, and Vendors, ie: Rental Agreements, Pricing, Specifications
• Prepare reports requested by Management, i.e.; utilization, costs, rent vs purchase
• Review, approve, and audit rental invoices against agreements and actual usage
• Track credits and ensure they are applied appropriately
• Audit field tickets against dispatch and rental usage to identify billing discrepancies
• Track cost savings and document efficiencies in reporting tools
• Other duties as required

Qualifications:

• Experience in equipment rentals, operations support, or field services administration
• Strong understanding of rental equipment tracking, billing, and cost control
• Experience working with Aimsio or similar operations/ERP systems considered an asset
• Strong organizational skills with high attention to detail
• Ability to manage multiple priorities in a fast-paced operational environment
• Strong communication skills with the ability to work cross-functionally
• Proficient in Microsoft Office, particularly Excel
• Analytical mindset with the ability to identify cost-saving opportunities
• Strong follow-up and accountability skills
• Ability to work independently and take ownership of assigned responsibilities
• Legally authorized to work in Canada without restrictions

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care

Work Location: In person