Rental Coordinator

Job Title: Rental Coordinator
Location: Santa Fe Springs, CA
Job Type: Full-Time
Salary Range: $21 to $26 depending on exp.

Position Summary:
Sonsray Machinery is seeking a highly organized, customer-focused Rental & Sales Coordinator to support our Santa Fe Springs location. This position plays an important role in the day-to-day operation of the store, supporting rental and equipment sales while helping coordinate customers, paperwork, equipment movement, and general branch administration.
The ideal candidate is comfortable working in a fast-paced construction equipment environment, can manage multiple priorities, and understands the importance of accurate paperwork and strong customer follow-up.

Key Responsibilities:

• Respond to incoming rental inquiries by phone and email.
• Prepare rental quotes, contracts, extensions, and off-rent requests.
• Confirm customer information, jobsite locations, purchase orders, insurance requirements, and billing information before equipment is dispatched.
• Coordinate equipment availability with the rental fleet, service department, sales team, and other Sonsray locations.
• Schedule and coordinate equipment deliveries, pickups, and customer will-calls.
• Track open rentals and follow up on upcoming off-rents, extensions, and equipment availability.
• Ensure rental documentation is complete and signed before equipment leaves the store.
• Assist with rental check-in and check-out documentation, including hours, fuel levels, attachments, and reported damage when needed.
• Communicate customer damage, service concerns, and equipment issues to the appropriate department.
• Help maintain accurate rental fleet status and availability.

Sales Support

• Assist with gathering machine information, specifications, stock numbers, serial numbers, hours, attachments, and availability.
• Maintain accurate customer and opportunity information in CRM and internal systems.
• Follow up on outstanding paperwork needed to complete equipment transactions.
• ???????Assist with used equipment listings, photos, descriptions, and online postings as needed.

Customer Service

• Serve as a primary point of contact for customers calling or visiting the Santa Fe Springs location.
• Direct customers to Rental, Sales, Parts, or Service based on their needs.
• Provide professional and timely communication regarding equipment availability, deliveries, pickups, and paperwork.
• Follow up on customer requests to make sure questions and issues are routed and resolved.
• ???????Help create a welcoming, organized, and professional customer experience at the store.

Store & Administrative Responsibilities

• Provide administrative support to the General Manager and department managers.
• Assist with customer account setup, credit applications, certificates of insurance, purchase orders, and other required documentation.
• Maintain organized electronic and physical records.
• Assist with invoice and paperwork follow-up between Rental, Sales, Service, Parts, and Accounting.
• Help track equipment arriving at or leaving the store.
• Assist with customer events, store promotions, open houses, and other branch activities.
• Help maintain customer-facing areas, rental displays, sales materials, and equipment information.
• Assist with basic reporting and spreadsheets for rental activity, sales activity, equipment status, and other store needs.
• Support inventory and equipment audits when needed.
• Help ensure required customer and equipment documentation is completed accurately and on time.
• ???????Perform other store coordination and administrative duties as assigned by the General Manager.

What We're Looking For

• 2+ years of customer service, rental coordination, sales support, or administrative experience; experience within construction equipment, heavy equipment, equipment rental, trucking, automotive, or a related industry is preferred.
• Rental, sales coordination, or dealership experience is a plus.
• Strong customer service, communication, and interpersonal skills.
• Excellent organization, time management, and follow-through.
• Ability to manage multiple customers, requests, and deadlines in a fast-paced environment.
• Strong attention to detail when handling contracts, pricing, equipment information, and customer documentation.
• Comfortable communicating professionally with customers by phone, email, and in person.
• Working knowledge of Microsoft Outlook, Excel, and other business software.
• Ability to learn and effectively use CRM, rental, and equipment management systems.
• Ability to work collaboratively across Sales, Rental, Service, Parts, Accounting, and Management.

What Success Looks Like
The Rental & Sales Coordinator helps keep the store moving. Rentals are documented correctly, customers receive timely responses, deliveries and pickups are coordinated, sales paperwork moves forward, and open items do not get lost between departments. This person should be someone who takes ownership, follows through, communicates well, and is willing to jump in wherever the store needs support.

About Sonsray:
Sonsray moves mountains for the construction, transportation, and agriculture industries. We are the West Coast's largest Thermo King & CASE dealership, offering sales, parts, service, rental, and leasing. We are committed to fostering a supportive and dynamic work environment.

Why work here?
At Sonsray, we value all employees, their contributions, and most importantly, their ideas! We know that the key to moving mountains is teamwork. This is what we offer our team members:

• Medical coverage (PPO + HSA options)
• Dental, Vision, and Life insurance provided at no cost
• 401K with competitive employer contributions
• 80 hours of annual vacation, increasing with years of service
• Uniforms provided annually
• Annual boot voucher of $125.00
• One full paid day off annually for community volunteer work
• Birthday meal provided by Sonsray
• Privately owned and operated, with decisions made based on core values rather than corporate directives
• Annual Holiday Party, including covered airfare and hotel for employees and a guest
• Emphasis on company growth and employee development
• Open-door policy, fostering a collaborative environment with active owner and management involvement

Questions? Contact us at Recruiting@Sonsray.com or 323.319.1900 Ext 1830
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