Job Description

Machine Sales & Rental Administrator

Stewart & Stevenson is now hiring for a Machine Sales & Rental Administrator. This role supports the commercial operations of machinery sales and rental activities, including new and used construction equipment, rough terrain cranes, and mobile power units. The position serves as a key administrative and operational partner to Sales and Branch leadership by exercising independent judgment to ensure rental and sales transactions are contractually compliant, operationally sound, financially accurate, and aligned with company policies.

Responsibilities

1. Serve as a primary point of contact for customers and internal partners, exercising discretion to assess customer needs, clarify requirements, and ensure appropriate commercial solutions are delivered.
2. Act as a product and rental solution consultant by evaluating customer requirements, providing technical and commercial guidance, and recommending appropriate machinery, rental structures, and supplemental services.
3. Utilize CRM and internal systems to support sales activities by analyzing customer information, validating commercial terms, and advising Sales on order structuring and product configurations.
4. Partner with field sales representatives by providing operational, technical, and compliance guidance that enables effective deal execution while mitigating contract and billing risk.
5. Manage and oversee the full rental lifecyclefrom request evaluation through contract execution, billing strategy, extension decisions, and final closeoutensuring alignment with company standards.
6. Review and evaluate rental documentation, including executed agreements, certificates of insurance, billing provisions, and equipment details, to determine readiness to proceed.
7. Exercise independent judgment to identify and resolve documentation gaps, contractual inconsistencies, or operational risks through coordination with Sales, Branch Operations, Legal, Credit, and other internal stakeholders.
8. Coordinate with Item Setup and inventory teams to establish USED part numbers, validate naming conventions, and confirm cost structures that support accurate financial reporting.
9. Initiate and close WIP jobs to facilitate proper inventory cost transfers and ensure USED equipment is appropriately prepared and financially positioned for rental.
10. Enforce contract compliance standards by determining whether rentals meet execution, insurance, and approval requirements prior to release.
11. Configure and manage sales orders, including revenue allocations, billing holds, and order structures that support accurate financial tracking and reporting.
12. Design and validate billing plans by applying judgment to complex scenarios such as partial-month billing, extensions, tax treatment, and applicable rental fees.
13. Review invoice documentation, add clarifying notes as needed, and ensure complete and accurate records are maintained within the sales order prior to revenue recognition.
14. Monitor active rentals to assess extension, return, or closeout activity; recommend billing adjustments; and coordinate timely resolution to prevent revenue leakage or compliance risk.
15. Provide proactive communication to Sales regarding booking status, billing milestones, and upcoming actions, supporting informed decision-making throughout the rental lifecycle.

Qualifications

• Experience using an ERP system (Oracle experience preferred).
• Intermediate Excel skills, including formulas, filters, and data validation.
• Strong attention to detail and excellent organizational skills.
• Ability to interpret contracts, documentation requirements, and billing rules.
• Effective written and verbal communication skills.
• Ability to work independently and manage multiple rentals concurrently.

Education:

• Bachelor's or Associate's degree preferred; prior equivalent experience and training will be considered in lieu of a degree.

Experience:

• Prior experience in supply chain, order management, or rental operations a plus.
• 2-3 years of inside sales experience
• Experience in industrial distribution businesses, specifically construction equipment, cranes, or mobile power equipment.

Physical Activities & Requirements:

• Standard Office Criteria

Working Conditions:

• Standard Office Criteria

Equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities.

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