Rental and Transportation Coordinator

Rental & Transportation Coordinator

Location: Various Locations
Schedule: Monday - Friday, 7:00 AM - 4:00 PM
Travel: Up to 40% Regional Travel
Office Status: In Office
FLSA Status: Non-Exempt

Join the Southern States ToyotaLift Team!

Southern States Material Handling is more than just forklifts. We provide complete warehouse solutions that help keep businesses moving. From new and used equipment sales to rentals, fleet management, service and repair, operator training, automation, and warehouse optimization, Southern States ToyotaLift partners with customers to solve their toughest material handling challenges.

As a Rental & Transportation Coordinator, you will play a critical role in supporting our rental customers throughout the entire equipment rental lifecycle. This position is responsible for coordinating equipment rentals, managing transportation logistics, tracking fleet availability, maintaining rental documentation, and delivering exceptional customer experience. If you thrive in a fast-paced environment, enjoy coordinating multiple moving parts, and are passionate about customer service, we want to hear from you.

Come be part of our Toyota family!

Top-of-the-Line Benefits

• 401(k) with Company Match
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Flexible Spending Account (FSA)
• Paid Time Off (PTO)
• Paid Holidays
• Tuition Reimbursement
• Career Growth Opportunities

What You'll Do

Rental Operations & Customer Support

• Serve as a primary point of contact for rental customers, managing rental requests, bookings, contracts, and documentation.
• Guide customers through the complete forklift and equipment rental process to ensure a seamless experience.
• Prepare rental quotes, agreements, and supporting documentation.
• Coordinate with sales, service, transportation, and branch teams to ensure successful rental transactions.
• Support business development efforts by identifying rental opportunities and assisting with customer follow-up.

Transportation & Logistics Coordination

• Coordinate equipment deliveries and pickups for rental agreements.
• Work closely with transportation, branch, and service teams to ensure equipment is properly staged, dispatched, delivered, and returned.
• Monitor transportation schedules and proactively communicate delays, schedule changes, and customer updates.
• Review transportation dispatch schedules and obtain necessary approvals for equipment movement.
• Assist with regional coordination of rental fleet activity across multiple branches.

Fleet & Rental Administration

• Maintain accurate rental fleet records, including equipment availability, physical location, serial numbers, rental status, and readiness.
• Track and reconcile rental equipment inventory across branch locations.
• Coordinate with service and shop teams regarding maintenance status and equipment readiness.
• Maintain signed rental agreements and support billing and invoicing processes.
• Review weekly rental billing activity to ensure contracts are active, accurate, and properly invoiced.
• Audit customer invoices and coordinate with accounting regarding contract expirations, cancellations, and billing follow-up.

Customer & Business Support

• Provide updates to customers on equipment status, rentals, transportation, and invoicing inquiries.
• Support sales teams by communicating equipment availability and rental agreement progress.
• Generate additional rental opportunities through customer outreach and lead follow-up.
• Resolve customer concerns quickly and professionally while maintaining high levels of customer satisfaction.
• Promote company values, safety initiatives, and continuous improvement efforts.

Additional Responsibilities

• Assist with staging equipment, attachments, batteries, and other materials for delivery.
• Occasionally operate a forklift in accordance with company safety procedures and training requirements.
• Participate in safety, compliance, and operational improvement initiatives.
• Perform additional duties as assigned to support company objectives.

What We're Looking For

• Strong customer service, communication, and relationship-building skills.
• Excellent organizational skills with attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving and decision-making abilities.
• Ability to work independently with minimal supervision.
• Strong time management and follow-through skills.
• Proficient with Microsoft Office applications.
• Ability to adapt to changing business needs and priorities.
• Professionalism, integrity, and confidentiality in all interactions.

Preferred Qualifications

• Experience with equipment rental, transportation, dispatch, logistics, fleet management, or a related field.
• Familiarity with rental management, transportation, dispatch, or fleet software.
• Industrial equipment rental experience is highly desirable.
• Bilingual (English/Spanish) strongly preferred.

Education & Experience

• High School Diploma or GED required.
• College coursework in Business Administration, Logistics, Transportation, Supply Chain, or related field preferred.
• 1-2 years of experience in customer service, logistics, transportation, equipment rental, dispatching, or a similar role preferred.
• Demonstrated success managing multiple responsibilities and deadlines simultaneously.

Physical & Work Environment

• Primarily office-based with regular computer use.
• Frequent interaction with warehouse, shop, and transportation operations.
• Up to 40% regional travel within Florida and Georgia.
• Ability to lift up to 20 pounds.
• Occasional exposure to warehouse environments, moving equipment, and outdoor conditions.
• Safety footwear and PPE required in designated work areas.