Location
Houston, TX
Position Summary
The Rental Administrator supports rental operations by handling administrative tasks, managing customer interactions, coordinating billing and logistics, and maintaining accurate data in Salesforce. This role ensures smooth rental processes and provides excellent service to clients, contributing to overall efficiency and customer satisfaction.
Responsibilities
Customer Interaction and Support
- Support Account Managers with all rental inquiries and customer needs, including providing quotes for projects.
- Attach the Rental Team on all customer-related emails and notify rental personnel with any questions.
- Understand customer needs, provide accurate quotes, and maintain effective communication to enhance customer satisfaction and support rental operations.
Email and Information Management
- Monitor emails for customer requests, ensuring timely responses.
- Manage and prioritize email requests to maintain an organized inbox and facilitate prompt communication.
- Assist with answering phone calls and direct them appropriately to the Rental VP, Manager, or Account Manager.
- Pre-screen calls, gathering necessary quoting information such as customer name, contact details, equipment specifications, and transportation needs.
Sales Force Data Management
- Add new accounts and contacts to the Salesforce (SF) database.
- Maintain the CRM system to ensure accurate and up-to-date customer records, supporting sales efforts.
- Assist the Rental VP and Manager with various administrative duties, including calendar management and task prioritization.
- Provide general administrative support to facilitate efficient operation of management tasks.
Billing and Financial Tasks
- Handle 28-day billing invoices, while assisting with other billing types such as HCP and continuing assets on new jobs or off rents.
- Pull weekly reports for billing and ensure accurate invoice management.
- Transportation and Vendor Coordination
- Track transportation work orders and costs for each contract, ensuring accurate records.
- Place quote numbers with all unit information on purchase orders and email to vendors.
- Reconcile and match vendor purchase orders and invoices to contracts.
Financial Reconciliation and Invoicing
- Reconcile Salesforce data with QuickBooks (QB) invoicing to ensure financial accuracy.
- Proof invoices and submit them to the Rental VP or Manager for final approval.
Billing Coordination
- Gather and coordinate billing items such as fuel billings, PM services, and transportation costs to ensure comprehensive invoicing.
- Transportation and Logistics
- Arrange transportation as directed by the Rental VP, Manager, or Account Manager, ensuring timely and cost-effective logistics.
System Administration
- Collaborate with the Salesforce Administration team for updates, troubleshooting, and system customization.
- Ensure smooth operation and effective use of the Salesforce system.
- Contract and Expense Management
- Reconcile contract files to the Salesforce Rental II Report bi-monthly to ensure accuracy.
- Assist with monthly expense reports and credit card reconciliations to ensure accurate financial reporting.
Safety
- Reports all recognized unsafe conditions or acts to Management.
- Wears proper PPE when necessary.
Additional Responsibilities
- Attend training sessions as required.
- Perform all other duties as assigned.
Competencies
Education
- High school diploma or general education degree (GED) preferred
Experience
- 1-3 years of administrative experience preferred.Previous rental experience.Power Generation experience a plus.Salesforce.com experience.QuickBooks’s experience.
Certifications & Licenses
- No certifications or licenses required for this role
Talents
- Customer Service
- Writing
- Organization
- Time Management
- Communication Skills
- Detail Orientation
- Computer Literacy, proficient in all Microsoft Suite
Core Values
- Communication: We encourage open, effective dialogue through the exchange of ideas and solutions through all levels of our company and our customers.
- Accountability: We are personally accountable for delivering on our commitments.
- Integrity: We believe that to be successful, it is essential to operate at the highest levels of honesty, responsibility, and trust.
- Teamwork: We succeed because we help our co-workers to succeed in a collaborative, supportive, creative, and enjoyable environment.
- Customer Satisfaction: We aim to meet or surpass our customer’s expectations by providing the highest quality products and customer service. Bend over backwards, can-do attitude