Key Account Rental Coordinator

Major Projects - Cat Rental is a new Caterpillar dealership in the US and Canada — and we're hiring our founding operations team. The rental coordinator role will be the heart of how we coordinate rentals with our customers. If you're ready to build something from the ground up with the Cat brand behind you, this is the role. We are a new Cat Rental Dealer focused exclusively on the largest construction and infrastructure projects in the US and Canada. Our fleet is on order, leadership is in place, and we're actively pursuing opportunities. We need Key Account Rental Coordinators who can manage end-to-end rental execution across major projects with precision and operational excellence. The Key Account Rental Coordinator is responsible for managing end-to-end rental execution for major projects and key customer accounts. This role serves as a dedicated operational partner to assigned accounts, ensuring seamless coordination of equipment availability, pricing, logistics, billing accuracy, and service consistency across multiple project sites. The position plays a critical role in supporting contractual commitments, fleet utilization targets, and customer retention through proactive communication, precision, and operational excellence. Core Account Responsibilities Major Project & Key Account Support • Serve as the primary rental operations contact for assigned major projects and key customer accounts • Support customer contracts, rate structures, and service-level agreements (SLAs) across multiple project sites • Coordinate rental activity for multi-site projects, long-term rentals, and high-volume utilization programs • Partner closely with Strategic Account Executives, the local Cat Dealer, and internal stakeholders to ensure contract compliance • Anticipate customer needs and proactively address equipment availability, fleet rotation, and logistics challenges Rental Transaction Management • Manage the complete rental lifecycle for major project accounts, including reservations, contracts, exchanges, off-rents, and final invoicing • Ensure accurate application of negotiated rates, freight terms, taxes, damage policies, and billing structures • Monitor and resolve discrepancies related to pricing, freight, invoicing, or contract deviations • Ensure all rental agreements are current, properly authorized, and executed in accordance with key account terms Fleet, Inventory & Logistics Coordination • Coordinate equipment sourcing across the Major Projects fleet and partner Cat Dealers to meet customer demand • Monitor fleet utilization, availability, and non-rentable status to support contractual commitments • Partner with the local Cat Dealer and shops to address service issues, condition standards, and swaps • Coordinate transportation, delivery, and pickup with internal transport teams while minimizing freight expense • Use mileage tools and routing logic to quote and control freight costs aligned with account agreements • Support inventory loss prevention through accurate documentation, tracking, and audit readiness Financial Accuracy & Performance Support • Maintain high standards of billing accuracy to support customer audits and compliance reviews • Ensure timely invoicing and expense recovery in line with negotiated account terms • Track and support resolution of overdue contracts, billing exceptions, and rental extensions • Input and analyze lost-rental data and utilization metrics related to key accounts • Support reporting related to utilization, revenue, fleet performance, and contract adherence Cross-Functional Collaboration & Leadership • Act as a subject-matter expert and escalation point for major project rental transactions • Collaborate with sales, fleet, transport, and finance teams, and with the local Cat Dealer for service and parts, to ensure consistent account execution • Support jobsite visits and customer meetings as needed to strengthen operational relationships • Mentor and support other rental coordinators on complex or high-value account activity • Promote best practices, process consistency, and continuous improvement across rental operations Knowledge, Skills & Abilities • Advanced knowledge of Caterpillar and allied equipment, applications, and rental use cases • Strong understanding of major project rental agreements, pricing models, and contract administration • High proficiency in RentalMan and other rental systems, with strong Excel and data skills • Excellent analytical, organizational, and problem-solving capabilities • Strong communication skills with the ability to manage complex customer relationships • Ability to prioritize and manage high-volume, high-value rental activity with precision Education & Experience • High School Diploma or GED required • College degree or equivalent experience preferred • 3+ years of experience in equipment rental coordination, key accounts, or complex customer operations • Experience supporting major projects, multi-site, or contract-based customers strongly preferred Physical & Work Environment Requirements • Hybrid role based in Oklahoma City, OK with the option to work from the office • Regular sitting, computer use, talking, and phone communication • Occasional exposure to yard, shop, and outdoor environments during jobsite or facility visits • Occasional lifting, walking, kneeling, or climbing as required • Must comply with all company safety policies; role may be classified as safety-sensitive Additional Expectations • Availability to support extended hours, weekends, or on-call responsibilities based on major project customer needs • Commitment to professionalism, discretion, and service excellence for strategic customers • Job duties may evolve to align with company growth and major project strategies Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. 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