Lead Rental Coordinator

Job ID
US-CA-San Diego
Regular Full-Time
Hawthorne - Rancho Bernardo


POSITION SUMMARY:   The Lead Rental Coordinator handles many of the administrative duties pertaining to the rental department, establishes the daily schedule of duties for the yard staff and Department Technicians, and maintains a neat and organized front office.  The Lead Rental Coordinator Assists both internal and external customers,  provides a high level of customer service, takes responsibility for rental equipment being prepped and ready to operate, follows existing guidelines established by the Credit and Accounting Departments, and monitors the yard staff to insure all Company safety policies are in effect and we are in compliance with all mandatory safety and environmental laws and regulations.   



  1. Assists customers with all equipment needs, being friendly and open to their requests.
  2. Able to take calls after hours and weekends to handle emergency orders and direct staff when necessary.
  3. Has the ability and willingness to handle stressful situations, but also, mitigate stressful situations by proper preplanning and being highly organized.
  4. Establishes the daily schedule of duties for the yard staff and tracks the daily activities of the Department's Technicians.
  5. Schedules, deliveries, pickups, fuel drops, and PM services, noting these tasks and their status in the Department ledger book.
  6. Create detailed and accurate rental contracts showing all rental items provided to our customers and tracks returned rental items to insure all items have been returned in the condition they were sent out. Initiates and accurately processes packing slips, BOL's and shipping documents, etc.
  7. Handles the scheduling of deliveries and procurement of staff and rental equipment based on the orders turned in by Sales Staff.
  8. Follows established department processes related to processing billings, tracking PM services, field fueling, and the processing of vendor and internal invoices.
  9. Follows department guidelines on establishing rental rates and discounting.
  10. Makes every reasonable effort to have rental contracts signed by customers.
  11. Maintains and updates all rental contract files in a highly organized manner.
  12. Handles total responsibility for shipping & delivery of units to customers to correct locations and in a timely manner as well as to and from tradeshows and other events.
  13. Processes all AR/AP administrative duties for department, processes invoices for Sales, New, Used and Loadbanks department equipment.
  14. Accurately updates rental board daily and ensures available equipment is ready to go for customers.
  15. Ensures all deposit policies and procedures are being followed. May handle cash and cashiering responsibilities with rental customers.
  16. Handles other administrative duties including travel arrangements, hotel accommodations and transportation.



  1. Must have 2 years general office experience.
  2. PC skills required.
  3. Must possess strong customer service skills and ability to multi-task efficiently and effectively preferred.
  4. Must have a valid Class C Driver’s License with a good driving record.


TESTING REQUIREMENTS: Applicants may be required to pass a written and/or oral examination before being considered for employment in this position.



  1. Walking and moving about on foot often up and down stairs.
  2. Handling: Seizes, helps or works with hands.
  3. Lifting: Raises or lowers miscellaneous paperwork.
  4. Reaching: Extends hands and arms in any direction.
  5. Stooping: Bends body downward and forward by bending at knees or waist.
  6. Standing: Remains in standing position, if required to perform various functions of the job.
  7. Vision: Read paperwork, employment files and records on the computer.
  8. Talking: Communications by phone and in person.
  9. Sitting: Sits at desk.  Sits for long periods of time.



  1. Noise: Works in conditions with constant or intermittent noise.
  2. Temp/Weather: Works in an office environment.


ACCOMMODATIONS:   Reasonable accommodations for essential functions of the position will be considered.


Hawthorne Cat® is an Equal Employment Opportunity/M/F/disability/protected veteran status.

Hawthorne Cat® Participates in E-Verify.


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