Reports To: Sales Manager/COO/Onsite Crew

Job Type: Full-Time

Iron Core Rentals is a veteran-owned (DVBE certified) heavy equipment rental company serving contractors and municipalities out of two Central California yards, Modesto and Sonora.

We're growing fast and need a Rental Coordinator who can own the process from quote to cash - keeping equipment moving, paperwork clean, and customers informed.

What You'll Do

Order Intake & Reservations

• Receive incoming equipment orders and quotes from the sales team and convert them into reservations in Rentera

• Convert accepted quotes into confirmed reservations

• Communicate new reservations to the appropriate yard (Modesto or Sonora) via group chat, flagging which orders need transportation arranged

Transportation Coordination

• Source transportation for equipment pickups and deliveries, comparing multiple vendors for best price and availability

• Confirm scheduled pickup/delivery dates and times with drivers and yard staff

Delivery & Pickup Documentation

• Collect driver-submitted photo confirmation of each delivery and pickup

• Verify yard camera footage against driver-submitted photos

• Collect and record fuel level and engine/machine hours from yard staff or drivers at both delivery and pickup

• Upload all photos, delivery/pickup times, fuel levels, and hours into Rentera for each order

Order Close-Out & Invoicing

• Confirm call-off (return) dates and times between customers, drivers, and yard staff

• Enter all closing information into Rentera and close out the order

• For cash accounts, charge the card on file; for non-cash accounts, generate the invoice

• Check customer notes for any special invoicing requirements before sending

• Send invoice and billing email to the customer once delivery/return is confirmed

• Follow up by phone to confirm the customer received the invoice

Handoff & Collections Support

• Hand off closed-out orders to the accountant for collections follow-up

• Follow the documented SOP for invoice follow-up and collection

• Double-check all information for accuracy before anything goes out to a customer

Must Haves:

• 1-3+ years of experience in rental coordination, dispatch, logistics, or construction equipment rental (heavy equipment industry experience strongly preferred)

• Comfortable learning and working daily in rental management software (we use Renterra)

• Strong organizational skills and close attention to detail - this role is the last check before invoices go out

• Clear, professional phone and written communication with customers, drivers, and yard staff

• Ability to juggle multiple open orders across two yards at once without dropping details

• Comfortable coordinating with vendors to compare pricing and availability

• Proficient with standard office software such as Google Workspace (email, spreadsheets, group messaging), and CRM tools such as ClickUp and HubSpot

Iron Core Rentals is a proudly veteran-owned heavy equipment rental company based in Modesto, California, serving contractors and industrial clients throughout the Central Valley. Built on the values of discipline, accountability, and integrity, we provide dependable, well-maintained solutions that keep job sites moving efficiently and safely. We prioritize readiness, operational precision, and responsive customer support.

As a veteran-owned business, Iron Core Rentals operates with a mission-first mindset. We value hard work, clear communication, and follow-through. Our team works closely with contractors to ensure smooth scheduling, timely deliveries, and professional service at every stage of the process.