Position Overview :

The Rentals Administrative Support person is responsible for servicing both Internal and External Customers by facilitating the administrative duties of the department and by providing customer service through quotes, order entry, payment collection and scheduling of rental equipment and services.

Essential Duties :

Provides customer service by answering incoming calls, email / web inquiries and assisting walk-in customers in a timely, courteous and efficient manner;

processes rental contracts while promoting and developing positive business relationships.

• Provides administrative support for the department; maintains customer folders and department files (physical and electronic);
• makes bank deposits, reconciliations and recordkeeping; ensures appropriate levels of office supplies; manages the department's petty cash box;

maintains and verifies gas receipts.

Prepares documentation for all outbound shipments and schedules for delivery / pickup.

Produces a variety of reports, including but not limited to, shipping logs, open orders, past due accounts and customer activity.

Maintains and updates the cash on delivery (COD) file. Follow up with customers for payment. Obtain payment information, maintain and secure customer credit cards.

Process credit card payments.

Processes daily, weekly, monthly billings, and provides to the supervisor / manager for review. Processes credit memos as part of the billing procedures.

Prepares price quotes and / or researches product information in response to customer requests.

Ensures that product submittals, instruction / installation manuals and material certifications are updated and current.

Records and maintains Special Duty Officers electronic file. Process HPD checks for Special Duty Officers and record them in the master file.

Other Duties : (if any)

Assists accounting and projects staffs with follow ups to customers on payments for past due invoices and helps to resolve discrepancies by submitting credit memo and customer statement adjustment requests to supervisors for approval.

Performs other duties as assigned.

Promotes awareness of and follows Company and general safety policies.

Exhibits a core understanding of mutual respect and good customer service orientation in interactions with all people in the workplace

Equipment Use : Computer

Computer

Mental and Physical Demands :

May be required to lift varying weights as required for the role.

Be able to work under pressure or in a deadline driven environment; ability to multi-task

Proficient in math and the ability to calculate on a consistent basis

Communication Demands :

Excellent interpersonal skills to ensure effective internal and external communications.

Minimum Qualification Requirements :

Education High School graduate

Experience 6 months relevant experience in a similar operation; familiarity with traffic control, equipment rental and / or dispatching helpful.

Computer Skills Working knowledge of Word, Excel, Email. Adaptable to in-house software. Keyboarding skills sufficient to complete tasks in a timely manner.

Calculator 10 key by touch.

Math Uses basic math functions to perform daily tasks.

Reading Must be able to read and understand business documents and compose memos and other correspondence.

Licenses Not Applicable

Other Good organizational administrative skills to multi-task effectively.

EOE / M / F / V / Disabled

Last updated : 2024-06-21