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
📌 Construction Rental Project Coordinator & Manager (México)
🏢 Iron Core Rentals
📍 México
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