Rental Sales Administrator

Summary

The Rental Sales Administrator provides essential administrative and operational support to the rental sales team. This position plays a critical role in identifying new business opportunities via bid platforms, preparing accurate and timely quotations and proposals, and ensuring smooth coordination of contracts and documentation related to rental transactions.

Key Responsibilities:

1. Bid and Opportunity Management

- Monitor and proactively search public and private bid sites for new rental opportunities.

- Screen and summarize bid opportunities for review by the sales team.

- Track deadlines and submission requirements to ensure timely responses.

2. Quotation & Proposal Development

- Collaborate with sales team to generate professional and competitive rental quotes.

- Customize and format proposal documents based on customer or tender requirements.

- Maintain up-to-date pricing templates and technical specifications as required.

3. Contract Administration

- Assist in the preparation and review of rental agreements, purchase orders, and related documents.

- Ensure all documentation is complete, accurate, and compliant with internal standards.

- Maintain digital and physical records of executed contracts and correspondence.

4. Sales Support & Customer Coordination

- Liaise with internal departments (logistics, operations, service) to align on equipment availability and scheduling.

- Communicate with customers to clarify order details or request missing information.

- Support inbound sales inquiries and provide backup coverage during peak periods or staff absence.

5. Reporting & Data Management

- Update CRM and rental tracking systems with quotes, bids, contracts, and customer data.

- Generate weekly reports on bid activities, proposal status, and contract pipeline.

Qualifications & Skills:

- 2+ years of administrative or sales support experience, preferably in rentals, equipment, or B2B services.

- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), CRM systems, and bid platforms (e.g., MERX, Biddingo, or similar).

- Strong organizational and multitasking abilities with attention to detail.

- Excellent written and verbal communication skills.

- Ability to manage deadlines and work independently in a fast-paced environment.

Preferred Skills:

- Experience working with rental equipment or service-based proposals.

- Knowledge of procurement and contract processes.

- Familiarity with technical documentation and compliance requirements.

Work Environment:

- Office-based with possible hybrid or remote options depending on location and team needs.

- Occasional requirement to attend customer meetings, training sessions, or trade shows.