Administrative Assistant, Frederick

Administrative Assistant
The Rental Coordinator manages the full lifecycle of rental equipment activities, ensuring that equipment is available, prepared, delivered, billed, and returned accurately and on time.
This role serves as a key liaison between customers, vendors, service, logistics, accounting, and sales, providing strong administrative support and excellent customer service in a fast-paced rental and material handling environment.
Responsibilities
Manage all rental opportunities for internal and external customers, from initial inquiry through contract closeout.
Coordinate with the service shop to ensure trucks and equipment are repaired, prepped, and ready for each rental, including leading a weekly call to review work in progress and check-in status.
Work closely with logistics to arrange delivery and pickup of all rental equipment in a timely and efficient manner.
Prepare and provide rental quotes, set up rental contracts, and handle all aspects of billing, credits, and rental abuse charges.
Review the daily rental invoice run and invoice review report, and file all documents in the appropriate locations for accurate recordkeeping.
Assist the Accounts Receivable team with collections efforts when requested, following up with customers as needed.
Work with existing rental customers to ensure proper funding and accuracy on purchase orders related to rental equipment.
Track all rental equipment, perform inventory checks as required, and produce and review various rental reports to monitor utilization and availability.
Perform equipment searches within the internal network and with outside vendors to source appropriate rental units when needed.
Maintain complete and accurate rental records, including open and closed contracts and all related billing procedures, using SAP for data entry.
Maintain detailed equipment files, documenting equipment status, notes for all sections, upcoming opportunities, repair quotes, specifications, and other relevant information for the team.
Close out SM status on all returned equipment, ensuring service has maintained accurate status for outgoing equipment.
Track rental opportunities to ensure proper follow-up by all parties, including sending a bi-weekly rental quote log email to the sales team for open quotes.
Approve all incoming vendor invoices for re-rent equipment, tracking and monitoring them to ensure correct and accurate billing from vendors.
Respond promptly and professionally to individual and group emails related to your territory, prioritizing tasks as necessary.
Assist the other rental coordinator with all duties as needed to support the rental team and ensure consistent coverage.
Run rental reports for customers upon request and review the information with customers to address questions and requirements.
Support the logistics coordinator as necessary to help manage deliveries, pickups, and related transportation activities.
Review daily service invoicing to the rental department, ask clarifying questions, and return any invoice that lacks proper documentation or backup for rental charges.
Collaborate with the rental manager on equipment needs to determine new truck orders, lease purchases, and power-related requirements for the rental fleet.
Support general administrative tasks related to customer service, transportation coordination, shipping and receiving, and data entry to keep rental operations running smoothly.
Essential Skills
35 years of experience in dispatch, rental coordination, or a closely related role.
Industry knowledge in heavy equipment, forklifts, or material handling, or the ability to quickly learn this environment.
Strong administrative skills, including being highly organized, detail-oriented, and an effective record keeper.
Proficiency with numbers and spreadsheets, with the ability to review, reconcile, and track billing and invoice data accurately.
Proficiency with SAP for rental, billing, and contract entry, or similar ERP experience with the ability to learn SAP quickly.
Strong customer service skills, with the ability to interact professionally with customers, vendors, and colleagues.
Work Environment
This is a full-time, hourly, 100% onsite role, with occasional flexibility to work from home during weather-related events with prior approval.
The typical schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour lunch break, although hours may be adjusted based on business needs.
You will work closely with a small, collaborative team that includes two rental coordinators and a logistics coordinator, as well as service, sales, and accounting colleagues.
Job Type & Location
This is a Contract to Hire position based out of Frederick, MD.
Pay and Benefits
The pay range for this position is $***** - $*****/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment.
Benefits are subject to change and may be subject to specific elections, plan, or program terms.
If eligible, the benefits available for this temporary role may include the following:
Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Frederick, MD.
Application Deadline
This position is anticipated to close on May 31, ****.