Fleet & Rental Equipment Coordinator

JOB OVERVIEW The Fleet & Rental Equipment Coordinator supports the coordination of third-party equipment rentals and the administration of company-owned fleet vehicles and related equipment across Peterson Sheet Metal and Robert Gibb & Sons locations and active construction projects. Based in Bemidji, this position works closely with operations leaders, project managers, supervisors, warehouse personnel, accounting, safety, employees, service providers, and rental vendors to ensure vehicles and equipment are available when and where they are needed. The coordinator will manage rental requests, vendor quotes, reservations, rental agreements, deliveries, transfers, extensions, returns, and off-rent confirmations. The position will also maintain fleet records, coordinate vehicle assignments and transfers, monitor preventive maintenance and repairs, review rental and fleet-related documentation, and help ensure costs are assigned to the appropriate company, project, department, or cost code. The Fleet & Rental Equipment Coordinator is expected to work independently, maintain accurate and timely records, follow up consistently on outstanding rentals and fleet needs, and communicate effectively across multiple locations. This position requires the confidence to question discrepancies, address overdue actions, coordinate competing priorities, and identify opportunities to reduce unnecessary rental costs, equipment downtime, and administrative gaps. KEY RESPONSIBILITIES Third Party Equipment Rentals Receive rental requests from project managers, supervisors, warehouse personnel, and other authorized employees and confirm the equipment specifications, project, location, dates, and cost code. Source appropriate rental equipment from approved vendors; obtain and compare availability, rates, transportation charges, terms, and other relevant costs. Coordinate reservations, rental agreements, purchase orders, deliveries, pickups, transfers, exchanges, extensions, and returns for company projects. Maintain a current record of equipment on rent, including vendor, project, location, responsible contact, rental period, rate, agreement number, and expected off-rent date. Monitor rental periods and follow up with project teams before renewal or off-rent deadlines to avoid unnecessary charges and project disruption. Confirm that vendors document equipment condition at delivery and return; coordinate damage reports, repair charges, credits, disputes, and supporting records as needed. Review rental invoices and supporting documents for accuracy before routing them for approval and payment; identifying errors, duplicate charges, incorrect dates, or missing credits. Work with Accounting and project teams to ensure rental expenses are assigned to the correct company, project, department, and cost code. Maintain productive vendor relationships and assist leadership with evaluating rental rates, service levels, and preferred-vendor opportunities. Track recurring and long-term rentals and provide information that supports rent-versus-purchase decisions. Fleet and Company Equipment Coordination Maintain accurate fleet records for company-owned and leased vehicles, trailers, and assigned equipment across Peterson Sheet Metal and Robert Gibb & Sons locations. Document vehicle and equipment assignments, locations, transfers, mileage or usage information, status, and responsible employees or departments. Coordinate registrations, license plates, titles, insurance documentation, fuel cards, toll accounts, GPS or telematics records, and other required fleet documentation. Monitor preventive maintenance schedules, inspections, recalls, warranty work, and repair needs; coordinate service appointments with internal contacts and approved vendors. Communicate maintenance, repair, and availability status to affected employees and managers and help arrange replacement transportation or equipment when authorized. Support vehicle and equipment acquisition, delivery, reas…

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