Rental & Transportation Coordinator

Job DetailsJob Location: Blaze Equipment - 30 - Fort Worth, TX 76135Position Type: Full TimeJob Shift: DayPOSITION SUMMARY

The Rental & Transportation Coordinator manages day-to-day rental and equipment transportation operations, including rental contract administration, delivery and pickup scheduling, carrier dispatch, and oversize/overweight permitting. Serving as the operational link between customers, sales, service, and drivers, this role ensures equipment moves safely, legally, and on schedule. The position requires a working command of Department of Transportation (DOT) regulations, multi-state permitting, and fleet utilization, and the ability to work independently under pressure.

KEY RESPONSIBILITIES

Rental Operations & Contract Administration

Open, extend, amend, and close rental contracts with accurate rates, terms, purchase order numbers, insurance certificates, and billing detail.
Quote rates, haul charges, and ancillary fees; convert inbound inquiries into booked rentals with the rental sales team.
Verify equipment readiness with Service prior to release; process off-rent, return inspection, and damage or fuel billing.
Maintain accurate fleet records: on-rent status, hour meter readings, mileage, and current equipment location.

Transportation Dispatch & Load Planning

Schedule, dispatch, and route drivers and third-party carriers for delivery, pickup, and inter-branch transfer.
Plan loads by equipment dimensions, weight, axle configuration, and trailer type, matching each move to properly rated equipment.
Tender freight to outside carriers, negotiate haul rates, verify authority and insurance, and audit invoices against agreed pricing.
Communicate delivery windows and update all parties promptly when schedules change.

DOT Compliance & Oversize / Overweight Permitting

Maintain working knowledge of FMCSA and DOT regulations, including hours of service, driver qualification files, and cargo securement.
Verify oversize and overweight permits from state and local jurisdictions, including route surveys, escort requirements, and travel restrictions.
Verify securement plans and ensure bills of lading, weight tickets, and permit paperwork travel with each load.
Track permit expirations, IFTA and IRP registrations, and tractor/trailer compliance records; escalate risks promptly.

Multi-Branch Coordination & Customer Support

Coordinate equipment transfers across branches and monitor utilization, idle status, and reservations to balance availability.
Partner with Service and Parts to sequence transportation around scheduled maintenance and equipment preparation.
Serve as the primary point of contact for rental customers, resolving scheduling conflicts, substitutions, and delivery exceptions.

Safety & Compliance

Follow all OSHA, DOT, and company safety standards, and ensure all transportation is executed within legal weight, dimension, and routing limits.
Maintain a safety-first mindset and report unsafe conditions, near misses, and incidents immediately.

QualificationsQUALIFICATIONS / EXPERIENCE ENVIRONMENT

5+ years of combined rental coordination and transportation or dispatch experience, preferably at a heavy equipment dealership.
High school diploma or GED required. Valid driver’s license and acceptable motor vehicle record required; a CDL a plus.
Working knowledge of DOT and FMCSA regulations, including hours of service, cargo securement, and driver qualification.
Experience supporting multiple branch or yard locations and balancing fleet utilization.
Proficiency with rental or ERP business systems and intermediate to advanced Microsoft Office skills.
Strong organizational and communication skills; able to manage competing priorities and same-day schedule changes.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

Office environment with regular time in the yard and shop, with exposure to weather, noise, and heavy equipment.
Ability to work at a computer and telephone for extended periods, and to occasionally move items up to 50 lbs.
Maintains a safe and clean working environment by complying with procedures, rules, and regulations, including the proper use of PPE.

TRAVEL AND SCHEDULE EXPECTATIONS

Based in Fort Worth, TX with limited or no regular travel expected.
Standard Monday–Friday schedule, with occasional overtime or schedule adjustments based on business needs.
Regular and predictable attendance is required.