Sales and Rental Coordinator

Road Machinery & Supplies (RMS) is looking for a highly organized and customer-focused Sales & Rental Coordinator to support our Central and Southern Minnesota construction equipment sales and rental operations. This position can be located at either our Savage or Centerville locations. In this role, you'll be the central point of coordination between customers, Territory Managers, suppliers, and internal teams.

You'll help ensure rental contracts are accurate, equipment orders are processed correctly, invoices are completed on time, and customers receive exceptional service throughout the process. Success in this position directly impacts customer satisfaction, equipment sales and rentals, operational efficiency, and profitability.

What You'll Do

Rental Contract Administration Prepare and manage rental contracts from start to finish. Ensure all required documentation, including COIs and DocuSign approvals, is complete. Coordinate equipment returns, inspections, and contract closeouts. Maintain accurate customer and contract records. Equipment Ordering & Supplier Coordination Process equipment orders and verify pricing, shipping, and order details.

Track order status and coordinate with suppliers to meet delivery commitments. Resolve order and invoice discrepancies while maintaining documentation. Communicate delivery updates and issues to Sales Managers. Customer Service & Communication Serve as a key point of contact for customers and Territory Managers. Respond quickly to inquiries regarding rentals, orders, billing, and equipment availability.

Maintain customer records and escalate issues when needed. Billing & Administrative Support Process rental, service, and damage-related invoices. Review billing for accuracy and resolve discrepancies. Support collections activities and manage vendor invoice coding. Operations & Logistics Coordination Coordinate equipment preparation, transportation, and delivery schedules.

Manage work orders and maintain visibility of fleet availability and inventory. Support rental counter activities and customer needs. Sales Support & Reporting Provide administrative and coordination support to Territory Managers. Prepare reports related to rental activity, open contracts, and equipment orders. Ensure timely, accurate reporting and adherence to company processes.

Assist with cross-regional coverage and continuous process improvement.

Qualifications

Preferred Experience Associate degree in Business, Management, or a related field preferred; equivalent experience will be considered. Experience in sales coordination, rental operations, dealership administration, customer service, or a related role. Heavy equipment, construction equipment, or dealership industry experience is a plus.

Skills & Abilities Exceptional organization and multitasking skills. Strong attention to detail and accuracy. Excellent written and verbal communication skills. Strong customer service orientation. Proficiency with Microsoft Office, ERP systems, DocuSign, and business software applications. Ability to analyze information, solve problems, and manage multiple priorities.

Self-motivated with the ability to work independently and as part of a team. Ability to maintain confidentiality and handle sensitive information professionally. Why This Role Matters The Sales & Rental Coordinator plays a critical role in delivering an exceptional customer experience. Every accurate rental contract, on-time equipment order, and correctly processed invoice helps build customer trust and strengthens long-term relationships.

If you enjoy solving problems, coordinating multiple moving parts, supporting a sales team, and making a direct impact on customer success, we'd love to hear from you. Apply today and help RMS deliver outstanding service, operational excellence, and industry-leading support to our customers. Equal Opportunity Employer