Role Overview: The Rental Coordinator will play a critical role in managing day-to-day rental operations, ensuring seamless coordination between customers, internal teams, and site activities. The role demands strong ownership of invoicing, expense tracking, site coordination, and payment follow-ups, contributing directly to revenue realization and customer satisfaction.
Key Responsibilities:
1. Rental Operations Management
- Coordinate end-to-end rental lifecycle including equipment dispatch,installation, hire, and de-hire.
- Ensure proper documentation and tracking of all rental equipment deployed atcustomer sites.
- Maintain real-time status of machines at various sites and ensure optimal utilization.
2. Invoicing & Billing
- Generate accurate and timely rental invoices as per contract terms and billing cycles.
- Coordinate with the accounts team to ensure proper billing entries and reconciliation.
- Monitor billing schedules and ensure no revenue leakage.
3*. _Expense Management*_
- Track and maintain all rental-related expenses (transportation, site expenses,operator costs, etc.).
- Ensure proper approvals and documentation for all expenses.
- Support cost optimization by analyzing recurring expenses.
4. Site Coordination & Execution
- Coordinate with service engineers and logistics teams for timely site deploymentand de-hiring.
- Visit customer sites, as required, for coordination, issue resolution, and relationship management.
- Ensure smooth execution of rental services in line with committed timelines.
5. Payment Follow-ups & Collections
- Regularly follow up with customers for pending payments and ensure timelycollections. Visit sites/clients for payment discussions and closure when required.
- Maintain updated records of outstanding receivables and share MIS reports with management.
6. MIS & Reporting
- Prepare and maintain daily/weekly/monthly MIS reports on rental status,billing, expenses, and collections.
- Provide data insights to the Service Manager for decision-making and process improvements.
7. Cross-functional Coordination
- Work closely with Sales, Service, Logistics, and Accounts teams to ensure smooth operations.
- Support the Service Manager – Rental in achieving departmental KPIs and targets.
Key Skills & Competencies:
- Strong understanding of rental business operations (preferably inpumps/equipment industry)
- Hands-on experience in invoicing, billing cycles, and expense tracking
- Excellent coordination, follow-up, and communication skills
- Abilit y to manage multiple sites and priorities simultaneously
- Proficiency in MS Excel, ERP
- problem-solving approach
Preferred Industry Background: Pump Industry / Equipment Rental / Industrial / Manufacturing
Educational Qualification: Graduate in any discipline (B.Com preferred)
Other Requirements:
- Willingness to travel for site visits and payment follow-ups
- Strong customer handling and negotiation skills
- Ability to work in a fast-paced and target-driven environment
Key Performance Indicators (KPIs):
- Timely and accurate invoicing (100% adherence to billing cycle)
- Reduction in outstanding receivables / DSO
- Accuracy in expense tracking and control
- On-time hire & de-hire execution
- Customer satisfaction and issue resolution time
Pay: ₹25,000.00 - ₹30,000.00 per month
Benefits:
- Cell phone reimbursement
- Flexible schedule
- Health insurance
- Internet reimbursement
- Leave encashment
- Paid sick time
- Provident Fund
Work Location: In person
