Role Overview: The Rental Coordinator will play a critical role in managing day-to-day rental operations, ensuring seamless coordination between customers, internal teams, and site activities. The role demands strong ownership of invoicing, expense tracking, site coordination, and payment follow-ups, contributing directly to revenue realization and customer satisfaction.

Key Responsibilities:

1. Rental Operations Management

- Coordinate end-to-end rental lifecycle including equipment dispatch,installation, hire, and de-hire.
- Ensure proper documentation and tracking of all rental equipment deployed atcustomer sites.
- Maintain real-time status of machines at various sites and ensure optimal utilization.

2. Invoicing & Billing

- Generate accurate and timely rental invoices as per contract terms and billing cycles.
- Coordinate with the accounts team to ensure proper billing entries and reconciliation.
- Monitor billing schedules and ensure no revenue leakage.

3*. _Expense Management*_

- Track and maintain all rental-related expenses (transportation, site expenses,operator costs, etc.).
- Ensure proper approvals and documentation for all expenses.
- Support cost optimization by analyzing recurring expenses.

4. Site Coordination & Execution

- Coordinate with service engineers and logistics teams for timely site deploymentand de-hiring.
- Visit customer sites, as required, for coordination, issue resolution, and relationship management.
- Ensure smooth execution of rental services in line with committed timelines.

5. Payment Follow-ups & Collections

- Regularly follow up with customers for pending payments and ensure timelycollections. Visit sites/clients for payment discussions and closure when required.




- Maintain updated records of outstanding receivables and share MIS reports with management.

6. MIS & Reporting

- Prepare and maintain daily/weekly/monthly MIS reports on rental status,billing, expenses, and collections.
- Provide data insights to the Service Manager for decision-making and process improvements.

7. Cross-functional Coordination

- Work closely with Sales, Service, Logistics, and Accounts teams to ensure smooth operations.
- Support the Service Manager – Rental in achieving departmental KPIs and targets.

Key Skills & Competencies:

- Strong understanding of rental business operations (preferably inpumps/equipment industry)
- Hands-on experience in invoicing, billing cycles, and expense tracking
- Excellent coordination, follow-up, and communication skills
- Abilit y to manage multiple sites and priorities simultaneously
- Proficiency in MS Excel, ERP
- problem-solving approach

Preferred Industry Background: Pump Industry / Equipment Rental / Industrial / Manufacturing

Educational Qualification: Graduate in any discipline (B.Com preferred)

Other Requirements:

- Willingness to travel for site visits and payment follow-ups
- Strong customer handling and negotiation skills
- Ability to work in a fast-paced and target-driven environment

Key Performance Indicators (KPIs):

- Timely and accurate invoicing (100% adherence to billing cycle)
- Reduction in outstanding receivables / DSO
- Accuracy in expense tracking and control
- On-time hire & de-hire execution
- Customer satisfaction and issue resolution time

Pay: ₹25,000.00 - ₹30,000.00 per month

Benefits:

- Cell phone reimbursement
- Adaptable schedule
- Health insurance
- Internet reimbursement
- Leave encashment
- Paid sick time
- Provident Fund

Work Location: In person

📌 RENTAL COORDINATOR (India)
🏢 Cosmos Pumps
📍 India