Job Title:              Loadbank Coordinator

Reports to:          Power Rental Manager – Engine Division

FLSA Status:      Non-Exempt

Division:               HPS

Department:        Hawthorne Power Systems

Location(s):        Rancho Bernardo

POSITION SUMMARY:   The Rental Coordinator handles all administrative duties pertaining to the rental department and assists both internal and external customers with all equipment needs; ensures customers are set up in all appropriate systems, confirms equipment is prepped and ready and may handle cashiering duties and anything else assigned by his/her supervisor. 

ESSENTIAL FUNCTIONS:

1. Assists customers with all Loadbank, Transformer, & accessories needs.
2. Schedules all deliveries and pickups.
3. Initiates all rental contracts and processes all paperwork including packing slips, BOL and shipping contacts, etc.
4. Bills rental invoices upon return of equipment and processes all vendor and internal invoices.
5. Assists customers with equipment service needs.
6. Negotiates rental rates with customers and confirms appropriate information is entered prior to billing.
7. Keeps phone log of all incoming calls.
8. Maintains and updates all rental contract files.
9. Handles total responsibility for shipping & delivery of units to customers to correct locations and in a timely manner as well as to and from tradeshows and other events.
10. Processes all AR/AP administrative duties for department, processes invoices for Sales, New, Used and Loadbanks department equipment.
11. Updates rental Calendar and ensures available equipment is ready to go for customers.
12. Contacts customers regarding free trainings and follows up with customer appreciation and Rental Rewards program.
13. Ensures all deposit policies and procedures are being followed. May handle cash and cashiering responsibilities with rental customers.
14. Responsible for collection of payment when customer is a “cash” customer.
15. Returns equipment, issues credit and handles additional billing as needed.
16. With the approval by the Rental Supervisor, advises and bills the customer for the cost of repair for machine damage.
17. Works Hand-In-Hand with Shop Supervisor to coordinate Service schedules on Long Term rentals.
18. Assists in Inventory Coordination.
19. Work with Yard Coordinator on Equipment Registrations, CARB permits, & Equipment Check-ins.
20. Handles other administrative duties including travel arrangements, hotel accommodations and transportation.
21. Any other function your manager deems necessary

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

1. Must have 2 years general office experience.
2. PC skills required.
3. Must possess strong customer service skills and ability to multi-task efficiently and effectively preferred.
4. Must have a valid Class C Driver’s License with a good driving record.

PHYSICAL DEMANDS:

1. Walking and moving about on foot often up and down stairs.
2. Handling: Seizes, helps or works with hands.
3. Lifting: Raises or lowers miscellaneous paperwork.
4. Reaching: Extends hands and arms in any direction.
5. Stooping: Bends body downward and forward by bending at knees or waist.
6. Standing: Remains in standing position, if required to perform various functions of the job.
7. Vision: Read paperwork, employment files and records on the computer.
8. Talking: Communications by phone and in person.
9. Sitting: Sits at desk.  Sits for long periods of time.

ENVIRONMENTAL:          

1. Noise: Works in conditions with constant or intermittent noise.
2. Temp/Weather: Works in an office environment.

HERE’S WHAT WE OFFER…

• Competitive Compensation
• A great work environment and culture
• Career growth and advancement opportunities
• Training
• Medical, Dental and Vision plans
• Medical Video Appointments available
• Health Savings Account available
• Paid Time Off (PTO) Pay
• 401(k) Plan + Company Matching
• Health and Dependent Care Flexible Spending Accounts
• Life & Accident Insurance
• Employee Assistance Programs
• Legal Plan
• Travel Assistance Plan
• Wellness Programs
• Referral Bonus Program
• Longevity Bonus Program
• Recognition Programs and much more
• Hawthorne CAT discounts
• Boot Reimbursement
• Tuition Reimbursement
• Company-Supplied Uniforms
• Advanced Technical Training
• Estimated Compensation $30.00 - $40.00 per hour

POSITION SUMMARY:   The Rental Coordinator handles all administrative duties pertaining to the rental department and assists both internal and external customers with all equipment needs; ensures customers are set up in all appropriate systems, confirms equipment is prepped and ready and may handle cashiering duties and anything else assigned by his/her supervisor. 

ESSENTIAL FUNCTIONS:

1. Assists customers with all equipment needs.
2. Schedules all deliveries and pickups.
3. Initiates all rental contracts and processes all paperwork including packing slips, BOL and shipping contacts, etc.
4. Bills rental invoices upon return of equipment and processes all vendor and internal invoices.
5. Assists customers with equipment service needs.
6. Negotiates rental rates with customers and confirms appropriate information is entered prior to billing.
7. Keeps phone log of all incoming calls.
8. Maintains and updates all rental contract files.
9. Handles total responsibility for shipping & delivery of units to customers to correct locations and in a timely manner as well as to and from tradeshows and other events.
10. Processes all AR/AP administrative duties for department, processes invoices for Sales, New, Used and Loadbanks department equipment.
11. Updates rental Calendar and ensures available equipment is ready to go for customers.
12. Contacts customers regarding free trainings and follows up with customer appreciation and Rental Rewards program.
13. Ensures all deposit policies and procedures are being followed. May handle cash and cashiering responsibilities with rental customers.
14. Responsible for collection of payment when customer is a “cash” customer.
15. Returns equipment, issues credit and handles additional billing as needed.
16. With the approval by the Rental Supervisor, advises and bills the customer for the cost of repair for machine damage.
17. Works Hand-In-Hand with Shop Supervisor to coordinate Service schedules on Long Term rentals.
18. Assists in Inventory Coordination.
19. Work with Yard Coordinator on Equipment Registrations, CARB permits, & Equipment Check-ins.
20. Handles other administrative duties including travel arrangements, hotel accommodations and transportation.
21. Any other function your manager deems necessary

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

1. Must have 2 years general office experience.
2. PC skills required.
3. Must possess strong customer service skills and ability to multi-task efficiently and effectively preferred.
4. Must have a valid Class C Driver’s License with a good driving record.

PHYSICAL DEMANDS:

1. Walking and moving about on foot often up and down stairs.
2. Handling: Seizes, helps or works with hands.
3. Lifting: Raises or lowers miscellaneous paperwork.
4. Reaching: Extends hands and arms in any direction.
5. Stooping: Bends body downward and forward by bending at knees or waist.
6. Standing: Remains in standing position, if required to perform various functions of the job.
7. Vision: Read paperwork, employment files and records on the computer.
8. Talking: Communications by phone and in person.
9. Sitting: Sits at desk.  Sits for long periods of time.

 ENVIRONMENTAL:          

1. Noise: Works in conditions with constant or intermittent noise.
2. Temp/Weather: Works in an office environment.

ACCOMMODATIONS:   Reasonable accommodations for essential functions of the position will be considered.

HERE’S WHAT WE OFFER…

• Competitive Compensation
• A great work environment and culture
• Career growth and advancement opportunities
• Training
• Medical, Dental and Vision plans
• Medical Video Appointments available
• Health Savings Account available
• Paid Time Off (PTO) Pay
• 401(k) Plan + Company Matching
• Health and Dependent Care Flexible Spending Accounts
• Life & Accident Insurance
• Employee Assistance Programs
• Legal Plan
• Travel Assistance Plan
• Wellness Programs
• Referral Bonus Program
• Longevity Bonus Program
• Recognition Programs and much more
• Hawthorne CAT discounts
• Boot Reimbursement
• Tuition Reimbursement
• Company-Supplied Uniforms
• Advanced Technical Training
• Estimated Compensation $25.00 - $32.00 Per Hour