Rental Coordinator

Overview

Pengate Handling Systems is a full-service provider of material handling equipment and solutions, helping businesses move, store, and manage products more efficiently. We design, build, and install conveyors, automation systems, and custom storage solutions tailored to each client’s operational needs. Our projects improve workflow, boost productivity, and enhance safety, delivering real, measurable results. With expertise across industries, we combine engineering know-how with hands-on experience to create systems that solve complex challenges and keep businesses running smoothly.

We are looking for a Rental Coordinator to be the key connection between our Rental Department, customers, transportation partners, and internal teams. In this role, you’ll coordinate rental contracts, manage equipment availability, dispatch transportation, and ensure exceptional customer service every step of the way. This role is a great opportunity to build industry knowledge, develop strong customer relationships, and contribute to the growth of our equipment rental business.

• Field, process, and track customer rental inquiries, including National Account requests
• Accurately quote rental pricing and follow company policies on credit limits, account management, and insurance certificates
• Coordinate equipment deliveries and returns with dispatch, drivers, and contracted transportation partners
• Source and coordinate shipment of equipment as needed
• Process and maintain all rental contracts, delivery paperwork, and documentation
• Maintain accurate rental inventory logs, equipment tracking, and fleet status updates
• Collaborate with the Service Department for maintenance, repairs, and shop work on rental units
• Assist with asset audits, including annual physical inventory
• Provide timely responses and superior customer service to internal and external stakeholders
• Support administrative tasks including invoicing, data entry, and recordkeeping
• Work with branch locations to manage equipment utilization and availability
• Perform additional duties as assigned

• Strong communication and interpersonal skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook); CRM experience preferred
• Understanding of transportation coordination, logistics, and equipment shipping procedures preferred
• Excellent organization and multitasking abilities under tight deadlines
• Customer-focused with professional phone etiquette
• Comfortable learning new software systems and rental management platforms
• Knowledge of industrial or material-handling equipment is a plus
• Familiarity with OSHA reporting and compliance requirements
• Experience in manufacturing, logistics, or industrial service industries
• Experience with third-party safety platforms (ISN, Avetta, First Verify) is a plus

• High School Diploma or GED required; some college coursework preferred
• 1–3 years of experience in administrative, dispatching, service coordination, or rental operations preferred
• Experience in material handling, logistics, or industrial equipment highly desirable
• Comfortable using office technologies and business applications

• Develop industry knowledge and grow your career
• Collaborate with a supportive team across multiple departments
• Make a direct impact on customer satisfaction and rental operations

• Competitive salary and performance-based incentives
• Comprehensive medical, dental, and vision insurance
• 401(k) plan with company match
• Paid time off and company holidays
• Opportunities for professional development, training, and certifications
• Supportive and collaborative work environment

• Ability to sit for extended periods while working at a desk and on a computer
• Ability to talk, hear, and communicate effectively
• Occasional standing, walking, bending, kneeling, or lifting up to 20 lbs
• May be exposed to warehouse environments, extreme temperatures, or outdoor conditions while inspecting equipment or supporting inventory tasks
• Must be able to use hands and fingers for handling, reaching, filing, and managing inventory

Pengate Handling Systems is dedicated to being an Equal Opportunity Employer. We promote and celebrate a diverse workforce and do not tolerate any discrimination. All human relations decisions will not be based on persons’ race, color, religion, sex, national origin, marital status, disability, genetic information, age, veteran status, or citizenship. All potential hires are subject to pre-employment checks which include but are not limited to background checks and drug screenings.

In addition, we will provide reasonable accommodations for individuals with disabilities. Should you require an accommodation in completing an application, interview, or pre-employment requirement, please reach out to our Talent Acquisition team at