Administrator - Manpower One : Job Details

Rental Administrator- Houston, TX Location Houston, TX 77041 Onsite Role Position Summary The Rental Administrator supports rental operations by handling administrative tasks, managing customer interactions, coordinating billing and logistics, and maintaining accurate data in Salesforce. This role ensures smooth rental processes and provides excellent service to clients, contributing to overall efficiency and customer satisfaction. Essential Duties Customer Interaction and Support Support Account Managers with all rental inquiries and customer needs, including providing quotes for projects. Attach the Rental Team on all customer-related emails and notify rental personnel with any questions. Understand customer needs, provide accurate quotes, and maintain effective communication to enhance customer satisfaction and support rental operations. Email and Information Management Monitor emails for customer requests, ensuring timely responses. Manage and prioritize email requests to maintain an organized inbox and facilitate prompt communication. Assist with answering phone calls and direct them appropriately to the Rental VP, Manager, or Account Manager. Pre-screen calls, gathering necessary quoting information such as customer name, contact details, equipment specifications, and transportation needs. Sales Force Data Management Add new accounts and contacts to the Salesforce (SF) database. Maintain the CRM system to ensure accurate and up-to-date customer records, supporting sales efforts. Administrative Support Assist the Rental VP and Manager with various administrative duties, including calendar management and task prioritization. Provide general administrative support to facilitate efficient operation of management tasks. Billing and Financial Tasks Handle 28-day billing invoices, while assisting with other billing types such as HCP and continuing assets on new jobs or off rents. Pull weekly reports for billing and ensure accurate invoice management. Transportation and Vendor Coordination Track transportation work orders and costs for each contract, ensuring accurate records. Place quote numbers with all unit information on purchase orders and email to vendors. Reconcile and match vendor purchase orders and invoices to contracts. Financial Reconciliation and Invoicing Reconcile Salesforce data with QuickBooks (QB) invoicing to ensure financial accuracy. Proof invoices and submit them to the Rental VP or Manager for final approval. Billing Coordination Gather and coordinate billing items such as fuel billings, PM services, and transportation costs to ensure comprehensive invoicing. Transportation and Logistics Arrange transportation as directed by the Rental VP, Manager, or Account Manager, ensuring timely and cost-effective logistics. System Administration Collaborate with the Salesforce Administration team for updates, troubleshooting, and system customization. Ensure smooth operation and effective use of the Salesforce system. Contract and Expense Management Reconcile contract files to the Salesforce Rental II Report bi-monthly to ensure accuracy. Assist with monthly expense reports and credit card reconciliations to ensure accurate financial reporting. Safety Reports all recognized unsafe conditions or acts to Management. Wears proper PPE when necessary. Qualifications High school diploma, GED, trade school or equivalent. No certifications or licenses needed for this position. 1-3 years of administrative experience preferred. Previous rental experience. Power Generation experience a plus. Salesforce.com experience. QuickBooks's experience. Core Values Communication: We encourage open, effective dialogue through the exchange of ideas and solutions through all levels of our company and our customers. Accountability: We are personally accountable for delivering on our commitments. Integrity: We believe that to be successful, it is essential to operate at the highest levels of honesty, responsibility, and trust. Teamwork: We succeed because we help our co-workers to succeed in a collaborative, supportive, creative, and enjoyable environment. Customer Satisfaction: We aim to meet or surpass our customers' expectations by providing the highest quality products and customer service. Bend over backwards, can-do attitude Key Performance Indicators (KPI) Customer Inquiry Response Time: Respond to of customer inquiries (via email and phone) to ensure timely and effective communication. Salesforce Data Accuracy: Maintain accuracy rate in Salesforce data entry and updates, including customer records and rental information, as measured by quarterly audits. Invoice Processing Efficiency: ensure completion of billing and invoicing tasks within the designated deadlines, ensuring accurate and timely billing processes. Transportation Coordination: Arrange and track transportation logistics for rental equipment within specified timeframes, ensuring timely delivery and pick-up, as reviewed monthly. Talents Willingness to learn and follow instructions. Good teamwork and communication skills. Strong communication and interpersonal skills. Self-motivated and able to multitask in a fast-paced environment. Advanced computer skills, including proficiency with Microsoft Office Suite. Job Type: Full-time Pay: $20.00 - $24.00 per hour Expected hours: 40 per week Compensation Package: Overtime pay Schedule: Day shift Monday to Friday Overtime Work Location: In person Employment Type: Full Time Salary: $20 - $24 Hourly Bonus/Commission: No