Rental Coordinator

The Rental Coordinator is an onsite position, Monday through Friday from 8:00 a.m. to 4:30 p.m., responsible for supporting the Trinity Power Inside Sales and Project Management teams. This role coordinates and executes rental and sales quotations and projects while ensuring accuracy and attention to detail throughout every stage of the process. Key responsibilities include handling incoming customer calls, responding to rental inquiries, preparing quotations, gathering vendor pricing and product information, coordinating rental and sales order logistics, maintaining documentation, and delivering exceptional customer service.

 

Inside Sales & Project Management Team Support: 

Provide support to sales and project management team in any means requested to ensure the efficient, timely and accurate production of quotations and project execution. Such support shall include but is not limited to; 

·        Researching rental equipment and site services, vendor options and determining scope, pricing, availability, specifications, and delivery 

·        Procuring rental equipment and site services vendors as directed by project managers 

·        Executing logistics for projects such as freight, fueling & equipment servicing 

·        Communicating with customers related to project needs and stakeholders responsibilities 

·        Timely and accurate communication with inside sales and project management and shop teams regarding project requirements 

·        Maintain and adding data into the companies CRM system 

·        Building single line diagrams in company software 

  

Inside Sales: 

·        Take calls directly from Re-rent customers, provide best rental or sale power solution, and successfully generate rental or sale order. 

  

Quoting: 

·        Prepare detailed quotations for customer’s and Sales representatives review and approval that reflect the rental equipment and services being offered to provide the right power solution to for our customers. Procure all vendor costing such as; freight, materials, permits, site services, fueling, re-rental of equipment and insurance/LDW costs. 

·        Ensure re-rent equipment meets CSA requirements and are obtainable within timeline of needs. Ensure our costs are accurately reflected on the quotation and that the pricing reflects required Trinity margins. Ensure legal terms and conditions and special notes, instructions, and not included items are reflected in quotation to reasonably protect Trinity from liabilities related to the project. 

  

Project Support: 

·        Provide support to Customers throughout the project as required including requests for technical specifications, equipment changes and services logistics coordination. Assist customers and the Trinity Power inside sales and project management team with resolving issues such as project related irregularities.  

  

Invoicing: 

·        As required, provide direction to support preparation of outgoing customer invoices and ERP reports to ensure rental and sale invoicing is accurate and timely. 

·        Purchase order creation and Goods Receipting process 

·        Stay on top of vendor invoice folder and managing timely GR’s and month end timelines 

·        Proactively manage “issue” invoices to ensure timely GR-ing 

·        Gen Rental Billings working knowledge and ongoing review 

  

Administration and other responsibilities: 

·        Answer customer telephone in a professional manner 

·        Maintain a smooth and accurate flow of paperwork 

·        Prepare and update POs for project purchasing activities when required, create goods receipts and respond to any related requests for information from accounting 

·        work with the Sales team to ensure project data is accurately reflected in the Trinity Power ERP system at all times 

·        Support the Trinity Power team with various other duties, as required and within the parameters of the job.  

·        Contract creation in Fame for ITR’s and/or TPC-SS intercompany rentals 

·        Working knowledge of Lucid charts and PDF Filler (editor) 

·        Creating - Reference SAP & FAME Training Module 

·        Modifying active contracts  

·        Answering and transferring phone calls 

  

Sales Support & Customer Service: 

·        Take incoming calls from existing customers when received 

·        Work with the Trinity Power inside sales and project management team to determine project requirements and create solutions using Trinity product lines and/or re-rent equipment 

·        Provide quotes to re-rent clients and technical specifications of equipment to customers when requested 

·        Work with vendors to source equipment for rental or sale as required 

·        Enter rental orders in the Trinity Power ERP system and work with Project Managers to ensure projects are accurately reflected in the ERP at all times 

·        Validation process (all reports) – in SAP and Fame Air 

·        Salesforce Working Knowledge 

·        Maintaining active and updated vendor account information (freight) 

·        Task reporting/creation/completion/management 

·        Maintaining up to date reports of vendors and capabilities 

  

Logistics: 

·        Provide logistics and project coordination support to the Trinity Power inside sales and project management team and Coordinators as required to ensure all orders are filled and all customer requirements are met 

·        Assist Project Managers with the processing of freight related documentation as required 

·        Participate in ongoing efforts to update and maintain a detailed database of vendors and assist in sourcing and building relationships with vendors as required 

·        Freight knowledge of market and vendors in all three Canadian territories 

·        Understanding and vendor resources for equipment, local deliveries, long haul deliveries, cranes, power tailgates, permits for oversized equipment, etc. 

·        Equipment/product knowledge (weights and dims of Trinity Power and Cross Rental equipment) 

·        Cross border logistics documents and process 

·        A&A documents and process 

·        Partial returns process - Monitor Partial/Damage shipping email notifications 

·        L&D process 

  

Personal Development: 

·        Work with Manager to develop training and development paths 

·        Assist Manager in setting priorities and objectives in line with the company's overall goals 

·        Participate in semi-annual performance evaluations 

• High school diploma or equivalent required.
• 1–2 years of experience in customer service, administrative support, inside sales, logistics, or a similar role. Recent graduates and entry-level candidates are encouraged to apply.
• Experience with Microsoft Office applications, including Excel, Word, and Outlook.

• Strong computer skills and the ability to learn new software systems and business applications.
• Strong written and verbal communication skills, with the ability to interact professionally with customers, vendors, and internal team members.

• Demonstrates a high level of accuracy when preparing quotations, entering orders, maintaining documentation, and processing purchasing and invoicing transactions.
• Effectively prioritizes multiple assignments, manages deadlines, and maintains accurate records while responding to changing business needs.
• Provides responsive, professional, and solutions-focused service to customers and internal stakeholders.
• Demonstrates initiative in researching issues, identifying solutions, and resolving project, equipment, vendor, and logistics-related challenges.
• Communicates clearly and professionally, proactively providing updates and ensuring relevant stakeholders have the information needed to support project execution.
• Takes ownership of assigned responsibilities, works independently when appropriate, and proactively identifies areas requiring follow-up or attention.
• Works effectively with the Inside Sales, Project Management, Shop, Accounting, and Operations teams to support business objectives.
• Demonstrates flexibility and the ability to adjust priorities in a fast-paced environment with changing customer and project requirements.
• Exercises discretion when handling confidential customer, vendor, financial, and company information.

 

Work Schedule & Environment

• This is an onsite position, Monday through Friday, 8:00 a.m. to 4:30 p.m.
• Ability to work in a fast-paced office environment while managing multiple priorities and maintaining a high level of accuracy and customer service.

Where Potential Powers Progress

At Sunbelt Solomon, we believe progress starts with people — their ideas, their expertise, and their drive to make energy work better. With more than a century of combined experience, we deliver full-lifecycle power, energy, and automation solutions across the Americas.

 

From our 40+ locations and a team of over 1,700 skilled professionals, we serve nearly every industry with the people, products, and insight needed to keep the electricity running. Our solutions span low-, medium-, and high-voltage systems, covering the complete electrical lifecycle, from design and engineering to operation, maintenance, modernization, and sustainable decommissioning. We’re known for our expertise in remanufacturing electrical equipment, including transformers and switchgear, and for providing flexible, reliable temporary power rental solutions. Through the Sunbelt Solomon family of brands, including Trinity Power, Magna IV Engineering, and Power Solutions Group, we combine deep technical field experience with advanced engineering and turnkey project delivery.

 

Together, we help customers optimize performance, extend asset life, and achieve sustainability goals while building a more resilient, efficient energy future. At our core, we’re powered by people — innovators, engineers, technicians, and problem solvers — all working together to deliver energy solutions that move industries forward.

 

Mission, Purpose, Vision & Core Values

In developing our mission, purpose, vision and core business values, we engaged in a thoughtful process that incorporated the combined principles of our family of companies and reflects our commitment to valuing our history and investing in our people, services, and products.

 

Mission: Through a culture of integrity, bold innovation, and customer-centricity we create value for our partners and team members with safe and reliable electrical power solutions and services.

Purpose: To enhance the lives of our team members and partners through sustainable products and services in the communities we serve.

Vision: To be the leading provider of customized electrical power solutions and services.

Core Values:

·        People: The core of our success.

·        Safety: It’s in our DNA.

·        Strategic: We forge our own future.

·        Sustainability: Industry leaders in power distribution life cycle management.

·        Performance: Delivering excellence at every opportunity.

 

Company Benefits

Sunbelt Solomon offers a comprehensive, highly competitive benefits package to employees who meet applicable plan eligibility requirements. Benefits include but are not limited to medical, dental, vision, FSA/HSA, 401k with company match, life insurance and disability, paid vacation, sick time, and holiday. Temp employees are not eligible for company benefits.

 

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

 

Pre-Employment Screening

Following an offer of employment all candidates are required to complete a background check and drug screen prior to being cleared to start employment. A physical, respiratory fit test, and/or Motor Vehicle Record check may also be required based on the job responsibilities and location of the position.

Minimum experience (years): 2