Rental Operations Assistant

Rental Operations Assistant

Job Type: Full-Time

Work Hours: Monday - Friday, 7:00 AM - 4:00 PM Pacific Time, with a 1-hour unpaid break.

Job Overview:

We are seeking a dependable and detail-oriented Rental Operations Assistant to support daily rental operations. In this role, you will process approved rental orders and routine off-rent requests received through a shared email inbox, enter accurate information into Point of Rental (POR), and maintain organized records. You will work closely with the Inside Sales team to verify order details, prevent duplicate entries, and escalate incomplete or unclear requests.

The ideal candidate has experience in construction equipment rental or administrative order processing, strong attention to detail, and the ability to follow established procedures consistently. This is an administrative processing role, not a sales, dispatch, or management position.

Key Responsibilities:

• Monitor the shared rental orders inbox and track requests using the established status management process.
• Enter complete and approved rental orders into Point of Rental (POR).
• Process routine off-rent and rental termination requests, including customer-provided pickup instructions.
• Verify customer information, equipment details, rental dates and times, delivery locations, jobsite contacts, purchase orders (POs), job numbers, authorized rates, and special instructions against the original request.
• Maintain accurate system entries, record clear notes, and ensure completed requests are traceable to their original emails.
• Organize incoming requests and follow established procedures to prevent duplicate entries.
• Identify missing information, unclear equipment descriptions, conflicting instructions, and other exceptions before processing orders.
• Escalate questions regarding rates, equipment availability, delivery commitments, re-rents, breakdowns, and unusual customer issues to the Corona Inside Sales team.
• Handle straightforward phone orders after training and demonstrated competency, following an approved script and established procedures.
• Follow internal checklists and workflows to ensure accurate, consistent, and timely order processing.
• Support the Corona Inside Sales team by managing routine administrative requests and allowing the local team to focus on more complex customer and operational matters.

Required Qualifications

• Experience in construction equipment rental, rental order processing, or a related administrative role is highly preferred.
• Familiarity with common construction equipment names, categories, and rental terminology is an advantage.
• Experience using Point of Rental (POR) or similar rental management software is preferred but not required.
• Strong written and verbal English communication skills.
• Excellent data-entry accuracy and attention to detail.
• Experience managing shared email inboxes, processing requests, and maintaining organized records.
• Proficiency in business software and digital systems.
• Ability to follow established procedures, checklists, and instructions consistently.
• Good judgment in identifying incomplete or conflicting information and escalating issues appropriately.
• Dependable, coachable, and comfortable handling repetitive administrative tasks.
• Reliable internet connection and a suitable remote-work setup.
• Ability to work the confirmed schedule.

Preferred Qualifications

• Previous experience processing construction equipment rental orders or off-rent requests.
• Familiarity with construction equipment rental workflows and terminology.
• Experience with order-entry systems, inventory or rental management platforms, or customer request processing.
• Experience verifying transaction details and maintaining accurate digital records.
• Experience handling routine customer requests through email and phone.
• Demonstrated ability to prevent duplicate entries, identify errors, and escalate exceptions rather than make unsupported assumptions.

Working Conditions

• This position does not involve sales, pricing negotiations, discount approvals, or independent credit decisions.
• The employee will not make equipment substitutions, promise equipment availability, or commit to delivery or pickup schedules.
• Dispatching drivers, coordinating repairs, resolving breakdowns, and selecting re-rent suppliers are outside the scope of this role.
• Incomplete, ambiguous, or conflicting requests must be referred to the Corona Inside Sales team for clarification.
• Rental terminations must not be processed without an identifiable customer and equipment record and clear customer instructions.

Note: An NBI or police clearance will be required upon acceptance of the job offer.