Rental Coordinator

The Rental Coordinator is an onsite position, Monday through Friday from 8:00 a.m. to 4:30 p.m., responsible for supporting the Trinity Power Inside Sales and Project Management teams. This role coordinates and executes rental and sales quotations and projects while ensuring accuracy and attention to detail throughout every stage of the process. Key responsibilities include handling incoming customer calls, responding to rental inquiries, preparing quotations, gathering vendor pricing and product information, coordinating rental and sales order logistics, maintaining documentation, and delivering exceptional customer service.

Inside Sales & Project Management Team Support:

Provide support to sales and project management team in any means requested to ensure the efficient, timely and accurate production of quotations and project execution. Such support shall include but is not limited to;

· Researching rental equipment and site services, vendor options and determining scope, pricing, availability, specifications, and delivery

· Procuring rental equipment and site services vendors as directed by project managers

· Executing logistics for projects such as freight, fueling & equipment servicing

· Communicating with customers related to project needs and stakeholders responsibilities

· Timely and accurate communication with inside sales and project management and shop teams regarding project requirements

· Maintain and adding data into the companies CRM system

· Building single line diagrams in company software

Inside Sales:

· Take calls directly from Re-rent customers, provide best rental or sale power solution, and successfully generate rental or sale order.

Quoting:

· Prepare detailed quotations for customer’s and Sales representatives review and approval that reflect the rental equipment and services being offered to provide the right power solution to for our customers. Procure all vendor costing such as; freight, materials, permits, site services, fueling, re-rental of equipment and insurance/LDW costs.

· Ensure re-rent equipment meets CSA requirements and are obtainable within timeline of needs. Ensure our costs are accurately reflected on the quotation and that the pricing reflects required Trinity margins. Ensure legal terms and conditions and special notes, instructions, and not included items are reflected in quotation to reasonably protect Trinity from liabilities related to the project.

Project Support:

· Provide support to Customers throughout the project as required including requests for technical specifications, equipment changes and services logistics coordination. Assist customers and the Trinity Power inside sales and project management team with resolving issues such as project related irregularities.

Invoicing:

· As required, provide direction to support preparation of outgoing customer invoices and ERP reports to ensure rental and sale invoicing is accurate and timely.

· Purchase order creation and Goods Receipting process

· Stay on top of vendor invoice folder and managing timely GR’s and month end timelines

· Proactively manage “issue” invoices to ensure timely GR-ing

· Gen Rental Billings working knowledge and ongoing review

Administration and other responsibilities:

· Answer customer telephone in a professional manner

· Maintain a smooth and accurate flow of paperwork

· Prepare and update POs for project purchasing activities when required, create goods receipts and respond to any related requests for information from accounting

· work with the Sales team to ensure project data is accurately reflected in the Trinity Power ERP system at all times

· Support the Trinity Power team with various other duties, as required and within the parameters of the job.

· Contract creation in Fame for ITR’s and/or TPC-SS intercompany rentals

· Working knowledge of Lucid charts and PDF Filler (editor)

· Creating - Reference SAP & FAME Training Module

· Modifying active contracts

· Answering and transferring phone calls

Sales Support & Customer Service:

· Take incoming calls from existing customers when received

· Work with the Trinity Power inside sales and project management team to determine project requirements and create solutions using Trinity product lines and/or re-rent equipment

· Provide quotes to re-rent clients and technical specifications of equipment to customers when requested

· Work with vendors to source equipment for rental or sale as required

· Enter rental orders in the Trinity Power ERP system and work with Project Managers to ensure projects are accurately reflected in the ERP at all times

· Validation process (all reports) – in SAP and Fame Air

· Salesforce Working Knowledge

· Maintaining active and updated vendor account information (freight)

· Task reporting/creation/completion/management

· Maintaining up to date reports of vendors and capabilities

Logistics:

· Provide logistics and project coordination support to the Trinity Power inside sales and project management team and Coordinators as required to ensure all orders are filled and all customer requirements are met

· Assist Project Managers with the processing of freight related documentation as required

· Participate in ongoing efforts to update and maintain a detailed database of vendors and assist in sourcing and building relationships with vendors as required

· Freight knowledge of market and vendors in all three Canadian territories

· Understanding and vendor resources for equipment, local deliveries, long haul deliveries, cranes, power tailgates, permits for oversized equipment, etc.

· Equipment/product knowledge (weights and dims of Trinity Power and Cross Rental equipment)

· Cross border logistics documents and process

· A&A documents and process

· Partial returns process - Monitor Partial/Damage shipping email notifications

· L&D process

Personal Development:

· Work with Manager to develop training and development paths

· Assist Manager in setting priorities and objectives in line with the company's overall goals

· Participate in semi-annual performance evaluations

Requirements

• High school diploma or equivalent required.
• 1–2 years of experience in customer service, administrative support, inside sales, logistics, or a similar role. Recent graduates and entry-level candidates are encouraged to apply.
• Experience with Microsoft Office applications, including Excel, Word, and Outlook.

• Strong computer skills and the ability to learn new software systems and business applications.
• Strong written and verbal communication skills, with the ability to interact professionally with customers, vendors, and internal team members.

• Demonstrates a high level of accuracy when preparing quotations, entering orders, maintaining documentation, and processing purchasing and invoicing transactions.
• Effectively prioritizes multiple assignments, manages deadlines, and maintains accurate records while responding to changing business needs.
• Provides responsive, professional, and solutions-focused service to customers and internal stakeholders.
• Demonstrates initiative in researching issues, identifying solutions, and resolving project, equipment, vendor, and logistics-related challenges.
• Communicates clearly and professionally, proactively providing updates and ensuring relevant stakeholders have the information needed to support project execution.
• Takes ownership of assigned responsibilities, works independently when appropriate, and proactively identifies areas requiring follow-up or attention.
• Works effectively with the Inside Sales, Project Management, Shop, Accounting, and Operations teams to support business objectives.
• Demonstrates flexibility and the ability to adjust priorities in a fast-paced environment with changing customer and project requirements.
• Exercises discretion when handling confidential customer, vendor, financial, and company information.

Work Schedule & Environment

• This is an onsite position, Monday through Friday, 8:00 a.m. to 4:30 p.m.
• Ability to work in a fast-paced office environment while managing multiple priorities and maintaining a high level of accuracy and customer service.