HVAC Sales Administrator

At HVAC RNTL, we move fast—delivering commercial HVAC rental solutions when and where they’re needed most. From one-ton spot coolers to large-scale chillers and cooling towers, our team responds with speed and precision, whether it’s a planned project or a 24/7 emergency.

If you’re wired for problem-solving and thrive in a fast-paced environment, you’ll fit right in. Our people set us apart—and with locations across the U.S., there’s room to grow, take on big challenges, and make an immediate impact.

The Opportunity

We are seeking a dynamic, service-driven individual who thrives in working in a fast-paced, relationship-rich environment. In this role, the Rental Administrator will provide administrative support and coordination of the rental team.  An ideal candidate will be customer service oriented, demonstrate excellent organizational skills and work well with others. Position requires a high level of correspondence with Field Service, Account Managers and Management.

 

Responsibilities

• Responsible for generating and printing various assigned reports

• Processing daily activities of short- & long-term rental orders and contracts including accurate & timely completion of paperwork

• Weekly processing of Tech timesheets including validating time with work orders
• Tracking of miscellaneous Tech costs (tools, uniforms, safety equipment, etc)

• Works in a team-based environment to share information and workload while ensuring customer satisfaction
• Performs a variety of administrative duties to support the rental department operations ensuring compliance with company procedures and guidelines
• Run AP/AR reports for Rental Salesman and provide additional data as needed
• Interacts with internal and external customers in a cooperative and professional manner

• Processing of Expense Reports
• Coordination and training of all rental employees on Sycor and F&O systems

• Maintain and update the “Out of Office” outlook calendar for all associates
• Order and Proof Business Cards
• Weekly ordering office supplies, receiving and distribution

• Other duties as assigned.

 

The Required Profile

• High School Diploma and three to five years of office administrative experience
• Heating Ventilation Air Conditioning, Construction or Parts industry experience is a plus
• Strong Microsoft Office skills including Word, Excel, PowerPoint, and Outlook
• Dynamics 365 experience preferred
• Ability to multi-task, prioritize and strong organizational skills are essential
• Experienced in customer service, enjoy working both independently and in a fast-paced sales team environment
• Ability to function in a team environment
• Demonstrate ability to maintain a pleasant and cooperative temperament with internal and external customers
• Excellent communication skills a MUST

Other Skills & Abilities

Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Environmental Requirements

Will be required to work in a field environment, multiple customer sites on a daily basis.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is continually required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

 

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

 

HVAC RNTL is an Equal Opportunity Employer

 

 

 

 

 

 

 

 

 

 

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status.  Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.