Rental Operations Clerk

Position Summary

Own the full outbound–inbound rental workflow: pull and stage equipment to meet customer “need-by” dates and receive/turn units around on return. Ensure documentation, calibration routing, accessory readiness, and database accuracy so orders ship on time and returns are processed quickly. Cross-cover both directions as volume varies.

Core Responsibilities

Outbound / Check-Out (Orders)

- Meet due dates. Pull equipment and process orders (same-day and future) to the customer “need-by” date.

- Verify readiness. Confirm calibration is current; power-on and function-check units; replace missing tags/asset numbers and accessories before shipment.

- Stage & coordinate. Prepare for upcoming orders by locating/requesting units from Lab or other locations; clear the QA finish shelf to keep flow moving.

- Customer documentation (daily). Send “Early Bird” emails with certs, optional five-day early off-rent equipment access, rental terms link and return instructions.

- Data & records. Create and verify Calibration Sheets and Stickers; Verify Order to picked equipment for order processing accuracy.

- Shelving & readiness. Keep rental shelves organized by catalog color and stocked for turnaround season.

- Exceptions. If a unit won’t be ready (in Lab / awaiting parts / still inbound), determine ETA, escalate to ROS for buy/sub-rent options. Work with Inside Sales on any order updates.

Inbound / Check-In (Returns)

- Timely check-ins. Clear drop-off and receiving areas throughout the day; systematically receive equipment within 48–72 hours of return.

- Write-ups for calibration. Write up units within 48 hours of receipt in the Rental or Calmapp Database and route to Lab for calibration.

- Clean & prep. Remove non-JM stickers/tape; restore appearance; power-on units/accessories; inventory and replace missing accessories; ensure asset numbers are present before Lab.

- Routing & tracking. Document units sent to manufacturer for annual calibration; record and ship units to other locations when required, ensuring accurate location changes in Calmapp and secure shipment.

- Status control. Track units waiting on parts vs. ready; return cased, ready units to the rental “ready” shelf for order processing.

- Accessories management. Maintain min/max accessory inventory; submit purchase requisitions every Friday.

- Damage & sub-rental returns. Document damage with photos; notify Asset Manager and file paperwork to the problem tray; process sub-rental returns, off-rent with vendor, and complete delivery forms.