Rental and Used Coordinator

Job Description

Job Description

ABOUT FAIRCHILD EQUIPMENT

Fairchild Equipment was founded in 1985 as Yale Materials Handling. Under the leadership of Gary Fairchild, we gradually diversified our manufacturers to add trusted brands, expanded our services areas to better serve Wisconsin, Minnesota, Northern Illinois, North Dakota, and the Upper Peninsula of Michigan. We’ve grown from only a five-person operation to over 280 employees. Now under the leadership of Gary Fairchild’s son, Chad Fairchild, Fairchild is all about possibilities for additional growth and expansion, while maintaining our operations as family owned.

COMPANY CULTURE

We know that in order for us to provide a dynamic and comprehensive customer experience, we need to have a team dedicated to industry experience, knowledge and customer service. We know our employees embrace our values and are driven to exceed expectations and we welcome the individual who shares those values. Come join our Fairchild Team!

Family Values – Healthy work / life balance promoting a winning and pleasant work environment.  Follow the Golden Rule.

Safety Always – We are committed to safety at all times and in all places.

Customers for Life – Excellence in customer Service.  If we don’t deliver, let us know, and we WILL fix it!

Employer of Choice – Happy and productive employees who outwork the competition.

Active in our Communities – Outstanding citizens in the market we serve.

ABOUT THE POSITION

The Rental and Used Equipment Coordinator is responsible for managing the daily operations and overall performance of the Rental Department, while also supporting inventory control and sales coordination within the Used Equipment Department This role includes overseeing a designated territory within the Industrial Division, with the expectation to collaborate and provide support across all Rental and Used Department teams. This includes supervising all cartage and delivery drivers, coordinating the rental and return of equipment, managing used inventory, and ensuring exceptional customer service. The ideal candidate will have strong organizational skills, sound financial judgment, and the ability to lead in a fast-paced, customer-driven environment. This is a full-time hourly position.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage the overall performance of the Rental and Used Department, including supervising all cartage and truck drivers.
• Use sound financial judgment to make decisions impacting departmental performance.
• Monitor and manage rental equipment inventory in collaboration with the Rental Manager.
• Remain current on all equipment models, features, and industry developments.
• Locate and source equipment to fulfill customer rental requests.
• Process rental orders and prepare, administer, and review all rental contracts.
• Schedule and coordinate deliveries with internal cartage teams.
• Approve and process all invoices related to rentals in a timely and accurate manner.
• Review and authorize service requests, machine movement orders, and purchase orders.
• Prepare reports on fleet utilization, rental revenue, and equipment status.
• Assist with intake, inspection, and assessment of used inventory.
• Maintain and update used equipment listings in internal systems and on external platforms.
• Track used equipment conditions, required repairs, and refurbishment processes.
• Support the sales team by preparing used units for resale and assisting with necessary documentation.
• Serve as the primary point of contact for rental inquiries, order scheduling, and issue resolution.
• Communicate with customers regarding rental agreements, status updates, extensions, returns, and concerns.
• Conduct regular site visits to current and prospective customer locations to promote and generate interest in used equipment offerings.
• Identify opportunities to upsell or cross-sell used inventory based on customer operations and fleet requirements.
• Obtain and review customer Certificates of Insurance (COIs) to ensure compliance with company requirements.
• Manage and track COIs in accordance with established company policies and procedures.
• Follow up with customers as needed to maintain up-to-date and valid documentation.
• Resolve customer complaints or escalate issues as appropriate.
• Ensure all documentation, including contracts, inspections, and delivery receipts, is properly completed and filed.
• Assist walk-in customers with rentals and inquiries.
• Build strong customer relationships by understanding their equipment needs and providing tailored solutions.
• Support internal departments (sales, service, logistics) to ensure equipment readiness and customer satisfaction.
• Demonstrate strong organizational and multitasking abilities to meet deadlines and prioritize tasks.
• Accept and adapt to new duties or responsibilities as assigned by the Rental Manager.
• Contribute to a team-oriented work environment with a proactive and solutions-focused approach.

REQUIRED SKILLS AND ABILITIES

EDUCATION AND EXPERIENCE

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

o Stooping- bending body downward and forward by bending spine at the waist.

o Kneeling- bending legs at knee to come to a rest on knee or knees.

o Crouching- bending the body downward and forward by bending leg and spine.

o Reaching- extending hand(s) and arm(s) in any direction.

o Standing- remaining upright on the feet, particularly for sustained periods of time

o Walking- moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

o Lifting- raising objects from a lower to a higher position or moving objects horizontally form position-to-position.

o Grasping- applying pressure to an object with fingers and palm.

o Talking- Expressing or exchanging ideas by means of spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.

o Hearing- Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication.

o Sitting- Prolonged periods of sitting at a desk and working on a computer

o Balancing- maintaining body equilibrium.

o Fingering-perceiving attributes of objects by touching with skin, particularly that of fingertips.

o The worker is required to have close visual acuity to perform an activity such as : preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and / or operation of machines (including inspection); using measurement devices; and / or assembly or fabrication of parts at distances close to the eyes.

o The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned.

The conditions the worker will be submitted to in this position :

o The worker is subject to inside environmental conditions : Protection from weather conditions but not necessarily from temperature changes.

To take that next step in your career, and have an opportunity for additional growth, you will want to join our dynamic team. Fairchild Equipment, Inc. is recognized as the fastest growing company of its kind in the Midwest! Fairchild Equipment, Inc. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Apply now!