Rental Coordinator - Ocala (Sales)

Job Description Rental Coordinator
Position: Rental Coordinator (RC)
Department: Sales / Branch Support
Reports To: General Manager (GM)

Primary Role
The Rental Coordinator serves as the central support for sales and branch operations. This role ensures smooth handling of inbound customer activity, rental contract processing, branch inventory management, and outbound sales calls to generate additional revenue opportunities, while promoting and maintaining a culture of safety in all branch operations.

Key Responsibilities
Sales & Customer Support
Serve as the first point of contact for inbound calls and walk-in customers.Qualify customer needs, capture details in CRM; with GM guidance, routes leads to the appropriate Rental Account Manager (RAM).Process contracts for RAM deals and confirm equipment availability, rent-readiness, and delivery scheduling.Follow up on customer quotes (2nd money strategy) to secure additional business.Conduct follow-ups with active, declining, and lost customers to drive retention and recovery.Qualify and manage hot leads and outside inquiries to ensure timely follow-up.
Branch Operations & Coordination
Manage branch inventory to ensure all equipment is rent-ready and safe to operate.Coordinate logistics between sales, service, and operations teams for smooth rental fulfillment.Ensure accurate and timely contract execution, customer confirmations, and scheduling.Maintain organized branch records in compliance with CRM standards.Actively support branch safety initiatives, ensuring equipment and processes comply with company and regulatory standards.Immediately report and escalate any safety concerns, hazards, or incidents to branch leadership.
Outbound Sales Activity
Make a minimum of 50 outbound calls per week, logged in CRM.Drive incremental revenue by identifying upselling opportunities within the customer base.Support branch-level revenue growth through proactive outreach and follow-up.
Safety & Compliance
Contribute to a branch-wide culture of safety, emphasizing safe practices in customer interactions, contract execution, and equipment handling.Ensure all rental agreements and scheduling align with equipment safety and service requirements.Educate customers on safe equipment use and reinforce company safety standards when coordinating rentals.Participate in regular safety meetings and compliance reviews.

Key Performance Indicators (KPIs)
Outbound call activity: 50 per week logged in CRM.CRM compliance: Accurate, consistent documentation of all interactions.Quote follow-up success rate: Conversion of open quotes into closed contracts.Customer retention and reactivation: Recovery of declining and lost customers.Safety performance: Zero preventable incidents tied to contract processing or branch coordination.

Qualifications & Skills
Strong customer service and relationship management skills.Excellent communication and phone skills.Detail-oriented with strong organizational skills.Ability to work in a fast-paced, team-oriented branch environment.Proficient in CRM and ERP systems.Commitment to fostering and maintaining a safety-first culture.Prior experience in rental, sales coordination, or inside sales preferred.