Rental Equipment Coordinator- Heavy Civil Infrastructure

Fay, S&B USA Construction builds complex infrastructure across the Mid-Atlantic such as major bridges, tunnels, highways, and P3 programs that demand technical depth and strong field leadership. Safety, quality, and schedule are not checkboxes here — they are the standard we hold ourselves to on every project, every day. Whether you are early in your career looking for the kind of project exposure that accelerates growth, or a seasoned professional ready to lead work at the highest level, you will find both here. We invest in the people who build with us, and the projects we take on reflect that commitment.

The primary role of the Rental Equipment Coordinator is to keep the Equipment Group's rented and owned equipment moving to the right jobs at the right cost. Most of this role (about 75%) is managing rental equipment project needs: sourcing, scheduling, tracking, off-renting, and keeping contracts and insurance certificates in order. The rest (about 25%) is general accounting duties: setting up rental units, establishing billing rates pursuing purchase orders, and then assurance that the coding of the equipment costs to jobs and processing accounts payable for equipment vendors.

Rental Coordination (Primary focus, about 75%)

Take equipment requests from project managers and superintendents, and confirm specs, need dates and site access.

Coordination with the Logistics department as needed.

Decide whether to use company-owned equipment or rent, based on availability and cost.

Get quotes from approved rental vendors, compare rates and issue purchase orders.

Negotiate rates, extended-rental discounts and delivery terms with vendors.

Schedule deliveries, pickups and equipment transfers between jobsites.

Call off rentals promptly when work is finished to avoid idle charges.

Keep an accurate log of all equipment on rent: job, location, start date, rate and expected off-rent date.

Produce weekly detailed project equipment listings and on-rent reports for project managers.

Track meter readings and fuel usage, and document equipment condition at delivery and return.

Handle damage claims, breakdowns and replacements with vendors.

Keep rental agreements, certificates of insurance and inspection records on file.

Flag long-term rentals where buying or reallocating owned equipment would save money.

General accounting (about 25%)

Cost coding

Code all rental, equipment, trucking, fuel and repair costs to the correct job, phase and cost code.

Review job cost reports with project managers and correct mis-coded charges.

Prepare internal equipment charge-outs to jobs for company-owned equipment.

Support month-end close with accruals for open rentals and unbilled charges.

Accounts payable

Receive, log and enter equipment vendor invoices into the accounting system.

Match invoices to purchase orders, receiving records and actual on/off-rent dates (three-way match) before approval.

Route invoices for approval and keep them moving so vendors are paid on time.

Resolve billing discrepancies, damage charges and credits with vendors.

Reconcile vendor statements and fuel card statements each month.

Keep vendor files current, including W-9s, certificates of insurance and lien waivers.

Answer vendor questions about payment status.

Qualifications

Required

High school diploma or equivalent.

2+ years of experience in equipment rental, construction logistics, dispatch, purchasing or construction accounts payable.

Working knowledge of common construction equipment: excavators, loaders, lifts, telehandlers, compactors, generators and light towers.

Working knowledge of accounts payable and job cost coding, with solid bookkeeping and math skills.

Proficiency with Microsoft Excel and Outlook.

Valid driver's license and a clean driving record.

Preferred

College degree, or an associate's degree in accounting, business, construction management or supply chain.

Experience with construction ERP, accounting or equipment-tracking software (for example Viewpoint Vista, HCSS, Sage 300 CRE or similar).

Existing relationships with regional rental vendors.

OSHA 10 certification.

Skills

Excellent organization, time management, attention to detail and communication skills.

Firm but professional negotiator with vendors.

Personable and outgoing demeanor, with the ability to multi-task in a quickly changing environment.

Physical demands and work environment

Office work with extended periods at a computer and on the phone.

Regular time in the yard and on jobsites, with exposure to weather, noise, dust and moving equipment.

Must wear required PPE on site; walk uneven terrain and climb onto equipment to read meters.

Lift up to 50 lbs occasionally.

Benefit Summary :

Medical Insurance, Dental Insurance, Vision Insurance, 401K Plan with a company match, Life Insurance, Disability Insurance, Paid Time Off, Paid Holidays

Core Values

Work Safely: Safety is our Culture

Deliver Return: Earning a fair profit increases our long-term value

Value People: Take Care of Employees and They Will Take Care of Clients

Act with Integrity: Honesty Builds Trust

Provide Solutions: Better Solutions Yield Greater Satisfaction

Equal Opportunity Employer

S&B USA Construction and all its affiliate companies are committed to providing equal employment opportunities in all aspects of employment to qualified individuals without regard to the following criteria: race, color, religion, sex (including pregnancy, sexual orientation, gender identity) national origin, age, disability, genetic information, protected veteran status, as well as any other prohibited criteria under any local, state or federal law applicable to S&B USA Construction. As part of the firm’s equal employment opportunity statement, S&B USA Construction will also take affirmative action to ensure that minorities, women, veterans, and qualified people with disabilities are considered for employment and promotional opportunities.

If a reasonable accommodation is needed for the interview process, please contact [email protected] or 412-471-4200 ext. 1032.

Agency Policy: Please refer to our Agency Policy and disclaimer statement regarding resume submissions. https://www.shikunusa.com/notice-to-staffing-agencies

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