Construction Rental Project Coordinator

Location: Fully Remote (LatAm Preferred)

Reports To: Sales Manager / COO / Onsite crew

Job Type: Full-Time

About Iron Core Rentals

Iron Core Rentals is a veteran-owned (DVBE certified) heavy equipment rental company serving contractors and municipalities out of two Central California yards, Modesto and Sonora.

We're growing fast and need a Rental Coordinator who can own the process from quote to cash - keeping equipment moving, paperwork clean, and customers informed.

What You'll Do

Order Intake & Reservations

• Receive incoming equipment orders and quotes from the sales team and convert them into reservations in Rentera
• Convert accepted quotes into confirmed reservations
• Communicate new reservations to the appropriate yard (Modesto or Sonora) via group chat, flagging which orders need transportation arranged

Transportation Coordination

• Source transportation for equipment pickups and deliveries, comparing multiple vendors for best price and availability
• Confirm scheduled pickup/delivery dates and times with drivers and yard staff

Delivery & Pickup Documentation

• Collect driver-submitted photo confirmation of each delivery and pickup
• Verify yard camera footage against driver-submitted photos
• Collect and record fuel level and engine/machine hours from yard staff or drivers at both delivery and pickup
• Upload all photos, delivery/pickup times, fuel levels, and hours into Rentera for each order

Order Close-Out & Invoicing

• Confirm call-off (return) dates and times between customers, drivers, and yard staff
• Enter all closing information into Rentera and close out the order
• For cash accounts, charge the card on file; for non-cash accounts, generate the invoice
• Check customer notes for any special invoicing requirements before sending
• Send invoice and billing email to the customer once delivery/return is confirmed
• Follow up by phone to confirm the customer received the invoice

Handoff & Collections Support

• Hand off closed-out orders to the accountant for collections follow-up
• Follow documented SOP for invoice follow-up and collection
• Double-check all information for accuracy before anything goes out to a customer

Must-haves:

• 1-3+ years of experience in rental coordination, dispatch, logistics, or construction equipment rental (heavy equipment industry experience strongly preferred)

• Comfortable learning and working daily inside rental management software (we use Renterra)

• Strong organizational skills and close attention to detail - this role is the last check before invoices go out

• Clear, professional phone and written communication with customers, drivers, and yard staff

• English Proficiency and Fluency (C2+ only)

• Ability to juggle multiple open orders across two yards at once without dropping details

• Comfortable coordinating with vendors to compare pricing and availability

• Proficient with standard office software such as Google Workspace (email, spreadsheets, group messaging), and CRM tools such as ClickUp