Administrative Assistant I / Rental Coordinator

Location: Phoenix, AZ 85043, United States
Job Type: Full-time
Pay rate: $28.00
Schedule: Mon-Fri 7am-3:30pm

About the Role

We’re seeking an organized, proactive Administrative Assistant I / Rental Coordinator to support customer service, rental coordination, billing, equipment logistics, and yard operations. This role is ideal for someone who enjoys balancing office responsibilities with hands-on equipment coordination.

Key Responsibilities

Rental Coordination & Customer Service

• Communicate professionally with customers, vendors, salespeople, and technicians about service needs, orders, and equipment shipments.
  

• Follow up on orders and releases and keep customers and internal teams informed.
  

• Coordinate manpower and equipment transportation with the Equipment Coordinator, Depot Manager, salespeople, and transportation suppliers.
  

• Prepare rental agreements, bills of lading, and job-related purchase orders as needed.
  

• Log project releases, obtain customer signatures, track outsourced transportation, and close completed jobs on the schedule board.
  

• Participate in weekly depot meetings and monthly coordinator and accounts receivable calls.

Billing & Accounts

• Review and approve customer invoices; follow up with customers to confirm receipt and request payment dates.
  

• Review vendor invoices for accuracy and proper payment documentation.
  

• Maintain accounts payable and accounts receivable tracking files.

Equipment & Yard Coordination

• Assist with loading and unloading equipment.
  

• Verify outgoing equipment tags and bills of lading.
  

• Inspect returned equipment for damage or missing accessories and report findings to the Depot Manager.
  

• Maintain equipment and spare-parts inventories, trailer inspection and registration records, and equipment repair task lists.

Quality Control & Safety

• Schedule inspections and preventive maintenance for rental equipment.
  

• Check billing for damaged equipment and missing accessories.
  

• Help control job-site repair and freight expenses.
  

• Complete assigned safety inspections of the office, warehouse, equipment yard, records, and fire extinguishers.

Qualifications

• Strong customer service, communication, and phone skills.
  

• Excellent organization and attention to detail; able to manage multiple priorities.
  

• Experience with invoicing, accounts payable/receivable, logistics, dispatch, or rental coordination is an asset.
  

• Comfortable working in both an office and equipment-yard environment.

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