Rental Coordinator

The Company

TFS is the nation’s largest provider of brand-independent facilities, fleet, and asset management services for companies in the manufacturing, distribution, healthcare, hospitality, and numerous other industries. As the leading subject matter experts in mission critical capital assets specific to the warehousing and distribution of goods, TFS is a key supply chain partner for the customers we serve. 

TFS, along with OnPoint Capital, is a leading provider of comprehensive, full life-cycle fleet management for material handling industries. Based in Perrysburg, OH, TFS provides a broad range of single-source, brand independent solutions to streamline warehousing and materials management operations.

At TFS we believe that Our People are what make us great and help us deliver exceptional customer service! We offer industry leading benefits to include:

• Competitive pay: Plus incentive opportunities and overtime potential!
• Full benefits package that starts day one: Includes medical, dental, vision, 401K with match, company-paid life insurance and disability coverage.
• 8 paid holidays
• PTO: Full-time employees enjoy a generous paid time off policy, accruing more time throughout their tenure with TFS
• Training and mentoring: Learn from our experts in the industry

The benefits listed are subject to change at any time. Please speak with an HR Representative for details. In the case of conflict between the information listed and the official plan documents, the plan documents will always govern.

Job Summary

We are seeking a proactive, solutions-driven Rental Coordinator who will take ownership of the rental process from customer inquiry to equipment return. This individual will independently quote, negotiate, and coordinate rental solutions, working directly with customers and internal stakeholders. The Rental Coordinator plays a key role in executing timely and cost-effective rental solutions that satisfy customer requirements.

Key Job Responsibilities:

• Manage the end-to-end rental process including sourcing, quoting, negotiating, and finalizing rental agreements with customers and vendors
• Providing rental quotes and equipment recommendations based on customer needs and Company standards
• Coordinate equipment specifications, availability, and logistics with vendors, Account Executives, and internal stakeholders
• Communicate directly with customers to confirm order details, timelines, and delivery logistics
• Track all rental activity and asset movement throughout the rental lifecycle using rental management software and Salesforce
• Manage monthly invoicing and ensure billing accuracy in coordination with the finance team
• Review and approve vendor invoices for accuracy and compliance prior to payment
• Serve as the primary liaison between vendors, customers, and internal teams
• Maintain accurate rental records, including creating, updating, and closing rentals in internal systems
• Provide status updates and reporting to internal stakeholders as needed
• Continuously evaluate vendor performance and pricing to ensure optimal rental outcomes
• Other duties as assigned

*This job description is subject to change at any time.

Job Requirements:

• High School Diploma required; Associate’s Degree preferred
• 1–2 years of rental coordination experience (MHE or similar industry experience strongly preferred)
• Proven ability to manage vendor negotiations and customer communications independently
• Familiarity with material handling and aerial equipment a plus
• Proficiency in Microsoft Excel and Word required
• Experience with Salesforce and rental management platforms strongly preferred
• Strong organizational skills and the ability to prioritize tasks in a dynamic work environment

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit or stand up to 8 or more hours; use hands to type, maneuver, handle, or feel; and talk or hear. The employee frequently is required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. 

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work is performed primarily in an remote office setting with co-workers working virtually. 

TFS, Ltd. considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, genetic information, marital or veteran status, or any other legally protected status.