Rental Coordinator

Job Description

Role Overview:
The Rental Coordinator will play a critical role in managing day-to-day rental operations, ensuring seamless coordination between customers, internal teams, and site activities. The role demands strong ownership of invoicing, expense tracking, site coordination, and payment follow-ups, contributing directly to revenue realization and customer satisfaction.

Key Responsibilities:

1. Rental Operations Management
• Coordinate end-to-end rental lifecycle including equipment dispatch, installation, hire, and de-hire.
• Ensure proper documentation and tracking of all rental equipment deployed at customer sites.
• Maintain real-time status of machines at various sites and ensure optimal utilization.

2. Invoicing & Billing
• Generate accurate and timely rental invoices as per contract terms and billing cycles.
• Coordinate with the accounts team to ensure proper billing entries and reconciliation.
• Monitor billing schedules and ensure no revenue leakage.

3. Expense Management
• Track and maintain all rental-related expenses (transportation, site expenses, operator costs, etc.).
• Ensure proper approvals and documentation for all expenses.
• Support cost optimization by analyzing recurring expenses.

4. Site Coordination & Execution
• Coordinate with service engineers and logistics teams for timely site deployment and de-hiring.
• Visit customer sites, as required, for coordination, issue resolution, and relationship management.
• Ensure smooth execution of rental services in line with committed timelines.

5. Payment Follow-ups & Collections
• Regularly follow up with customers for pending payments and ensure timely collections.
• Visit sites/clients for payment discussions and closure when required.
• Maintain updated records of outstanding receivables and share MIS reports with management.

6. MIS & Reporting
• Prepare and maintain daily/weekly/monthly MIS reports on rental status, billing, expenses, and collections.
• Provide data insights to the Service Manager for decision-making and process improvements.

7. Cross-functional Coordination
• Work closely with Sales, Service, Logistics, and Accounts teams to ensure smooth operations.
• Support the Service Manager – Rental in achieving departmental KPIs and targets.

Skills and Qualifications

Key Skills & Competencies:
• Strong understanding of rental business operations (preferably in pumps/equipment industry)
• Hands-on experience in invoicing, billing cycles, and expense tracking
• Excellent coordination, follow-up, and communication skills
• Ability to manage multiple sites and priorities simultaneously
• Proficiency in MS Excel, ERP systems (Keka/other ERP preferred)
• High level of ownership, accountability, and problem-solving approach

Preferred Industry Background:
• Pump Industry / Equipment Rental / Industrial / Manufacturing

Educational Qualification:
• Graduate in any discipline (B.Com preferred)

Other Requirements:
• Willingness to travel for site visits and payment follow-ups
• Strong customer handling and negotiation skills
• Ability to work in a fast-paced and target-driven environment

Key Performance Indicators (KPIs):
• Timely and accurate invoicing (100% adherence to billing cycle)
• Reduction in outstanding receivables / DSO
• Accuracy in expense tracking and control
• On-time hire & de-hire execution
• Customer satisfaction and issue resolution time