Leasing & Rental Coordinator - De Pere, WI

Position Summary

The Leasing & Rental Coordinator owns daily administrative execution for WEL’s truck and trailer leasing and rental activities. This role ensures contracts, equipment readiness, assignments, deposits, customer records, driver transitions, and internal handoffs are accurate and timely. The coordinator removes routine administrative responsibilities from the Director of Leasing so the director can devote at least 80% of working time to revenue generation, account development and sales. This is an individual-contributor position, not a sales leadership role.

Reporting & Classification

Reports to: Director of Leasing | Work location: On-site, De Pere/Green Bay | Schedule: Full-time | Recommended classification: Hourly/nonexempt, subject to HR/legal review | No direct reports

Essential Functions

• Prepare, issue, track and maintain truck and trailer lease/rental agreements, extensions, renewals, returns and supporting documentation.
• Coordinate equipment availability, assignment, condition, shop readiness, inspection status, delivery, pickup, returns and loaner units with Shop, Operations and Safety.
• Maintain an accurate live equipment and customer status log showing unit, location, customer, contract dates, availability and open actions.
• Coordinate driver/contractor onboarding and transitions related to leased or rented equipment; confirm required paperwork and system records are complete.
• Track deposits, rental start/stop dates, charges, credits and billing exceptions; reconcile discrepancies with Accounting and escalate unresolved items.
• Own LUMA and relevant system administration, documentation uploads, data integrity and recurring leasing/rental reports.
• Handle routine customer questions and administrative follow-up; route quotes, pricing decisions, negotiations and growth opportunities to the Director.
• Coordinate daily with Operations, Shop, Safety, Accounting and Leasing to prevent equipment delays and avoidable downtime.
• Maintain standardized checklists and document controls; identify recurring administrative bottlenecks and recommend improvements.
• Escalate overdue equipment, missing paperwork, unpaid deposits, unresolved damage and customer issues promptly.

Qualifications

Qualifications

• 2+ years of transportation, fleet, equipment rental/leasing, logistics coordination or comparable administrative experience preferred.
• Strong Excel, recordkeeping, customer communication, follow-through and cross-department coordination.
• Able to manage multiple equipment movements and time-sensitive requests with minimal oversight.
• Experience with lease/rental agreements, billing reconciliation and transportation systems preferred.

Role Boundaries

Director retains ownership of pricing, negotiations, sales pipeline, new customer acquisition, strategic partnerships and final commercial decisions. Coordinator owns administrative execution and escalation; no independent pricing or contract-term authority unless delegated in writing.

Performance Alignment

Revenue: faster equipment deployment and accurate billing. Service: timely ready-to-rent equipment and dependable handoffs. Safety: complete inspection/required documentation before release. Retention: responsive customer and contractor support.