Project Coordinator

Job Title: Senior Equipment Rental Specialist/Project Coordinator

Job Description

The Senior Equipment Rental Specialist manages the full lifecycle of construction and industrial equipment rentals, from initial customer inquiry through contract completion. This role oversees rental contract administration, coordinates project and job documentation, and serves as a key point of contact for customers by answering questions, negotiating terms, and placing orders. The position combines administrative coordination, inside sales support, and project coordination within a fast-paced, blue-collar work environment that offers clear opportunities for growth into sales and operations roles.

Responsibilities

• Administer rental contracts for all types of construction and industrial equipment in accordance with established procedures.
• Manage the end-to-end rental process, including handling customer inquiries, explaining rental options, and ensuring accurate order placement.
• Answer customer questions promptly and professionally, providing detailed information about equipment, availability, pricing, and contract terms.
• Negotiate rental terms within approved guidelines to meet customer needs while supporting business objectives.
• Set up and maintain complete job files for each rental project, ensuring all required safety documentation and job-related paperwork are accurate, current, and properly organized.
• Coordinate project-related administrative tasks, including scheduling meetings, maintaining calendars, and supporting project timelines.
• Perform data entry and maintain accurate records in spreadsheets and other systems using Microsoft Excel and the broader Microsoft Office suite.
• Support inside sales activities by preparing documentation, updating project information, and assisting with follow-ups related to rental contracts.
• Collaborate with construction and industrial project teams to ensure equipment rentals align with project schedules and requirements.
• Monitor active contracts and job files to ensure compliance with internal procedures and timely completion of required documentation.
• Communicate effectively with internal stakeholders in a blue-collar environment to coordinate equipment needs, deliveries, and returns.
• Assist with general administrative coordination to keep daily operations organized, efficient, and aligned with project demands.

Essential Skills

• At least 2 years of experience in project administration, project coordination, or assistant project management.
• Proficiency in Microsoft Office Suite with strong skills in Microsoft Excel.
• Experience with project coordination tasks such as scheduling meetings, calendar management, and administrative coordination.
• Experience in construction administration or related project coordinating activities.
• Ability to manage rental contracts and job files with strong attention to detail and organization.
• Comfort working in a blue-collar environment and collaborating with field and operations personnel.
• Strong communication skills for answering customer questions, negotiating terms, and supporting inside sales activities.
• Solid data entry skills and the ability to maintain accurate records in digital tools and spreadsheets.
• Capability to handle multiple tasks simultaneously in a fast-paced setting while maintaining accuracy and compliance with procedures.

Additional Skills & Qualifications

• Experience in inside sales or customer-facing administrative roles.
• HVAC experience, particularly within construction or industrial environments, is a significant plus.
• Familiarity with construction and industrial equipment rental processes is beneficial.
• Ability to grow into expanded responsibilities in sales and operations.
• Comfort working with safety-related documentation and job-specific paperwork.

Work Environment

This role operates in a blue-collar work environment closely connected to construction and industrial operations. The position is fully on-site, working Monday through Friday, generally from 7:00 a.m. to 5:00 p.m., with the possibility of starting as early as 6:00 a.m. The schedule regularly includes overtime, with an expectation of approximately 10 hours of overtime per week, and candidates must be comfortable with this level of additional work. The environment involves frequent interaction with field personnel, operations teams, and customers, and relies heavily on the use of Microsoft Excel and the Microsoft Office suite for data entry, documentation, and administrative coordination. The culture emphasizes operational efficiency, clear communication, and offers room for growth and upward advancement, including opportunities to move into sales and operations roles.

Job Type & Location

This is a Contract to Hire position based out of Jessup, MD.

Pay and Benefits

The pay range for this position is $35.00 - $35.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Jessup,MD.

Application Deadline

This position is anticipated to close on Aug 28, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.