• Rental Coordinator

    Aston Carter (Ashland, VA)


    Rental Coordinator – Full-Time (On-Site)

     

    Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m. (1-hour lunch)

     

    We are seeking a detail‑oriented, proactive Rental Coordinator to support our clients rental department and assist with used equipment and logistics as needed. This full-time, hourly role plays a key part in ensuring equipment is prepared, delivered, billed, and tracked accurately and efficiently.

    Key Responsibilities

    Rental Operations & Customer Support

     

    + Manage all rental inquiries and opportunities with internal teams and external customers.

    + Provide quotes, create rental agreements, process billing/credits, and handle rental abuse billing.

    + Review daily rental invoice runs and ensure all documents are filed appropriately.

    + Assist Accounts Receivable with collections when needed.

    + Communicate with customers to confirm PO funding and address rental questions.

    + Run rental reports for customers and support follow-up actions.

     

    Equipment Coordination & Logistics

     

    + Partner with shop teams to prepare, repair, and ready trucks for rental; lead weekly WIP review calls.

    + Coordinate with logistics to schedule equipment deliveries and pickups.

    + Track equipment status, perform inventory checks, and maintain accurate equipment files.

    + Conduct equipment searches within the Toyota/Raymond network and through external vendors.

    + Close out SM status for returned equipment in collaboration with service teams.

     

    Records, Reporting & Vendor Management

     

    + Maintain all rental-related records, including open/closed contracts and SAP billing entries.

    + Produce and analyze rental reports to support department performance and inventory management.

    + Approve incoming vendor invoices for re-rent equipment and verify billing accuracy.

    + Review daily service invoices tied to rentals; request documentation or clarification as needed.

     

    Internal Collaboration & Department Support

     

    + Support the second rental coordinator and logistics coordinator as needed to ensure team coverage.

    + Work closely with the rental manager to determine equipment needs, including new truck orders, lease purchases, and power requirements.

    + Respond to individual and group emails in a timely, priority-driven manner.

     

    Skills & Qualifications

    The ideal candidate will:

    + Bring strong administrative skills with excellent organization, attention to detail, and comfort working with numbers and spreadsheets.

    + Communicate effectively with customers, vendors, and internal teams while fostering a collaborative environment.

    + Be a self-starter with the ability to prioritize, multitask, and adapt to shifting needs.

    + Demonstrate the flexibility to adjust responsibilities as the role evolves.

    + Possess equipment product knowledge or the ability to learn quickly.

     

    Job Type & Location

     

    This is a Contract to Hire position based out of Ashland, VA.

    Pay and Benefits

    The pay range for this position is $24.00 - $26.00/hr.

     

    Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

     

    Workplace Type

     

    This is a fully onsite position in Ashland,VA.

     

    Application Deadline

     

    This position is anticipated to close on Jan 23, 2026.

    About Aston Carter:

    Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

     

    The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

     

    If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.