Pacific Mobile Structures, Inc. Job Description

Job Title:

Rental Project Coordination Manager

FLSA Status:

Exempt

Department:

Rental Division / Operations Support

Reports To:

Director of Operations

Job Summary:

The Rental Project Coordination Manager leads the Rental Project Coordinator (RPC) function across all branches and is accountable for consistent, accurate, and timely execution of rental project coordination activities. This role manages the administrative and process-control engine that supports rental execution, including scheduling, documentation, billing coordination, compliance, and workflow consistency. The position helps ensure projects move smoothly from order initiation through closeout while maintaining a high standard of accuracy, accountability, and customer experience.

Benefits include:

• Competitive salary
• Medical, Dental, and Vision insurance
• 401(k) retirement plan with company match
• 80 hours PTO available upon hire
• 7.5 paid holidays plus 2 floating holidays
• 8 hours of paid volunteer time annually
• Employee development and training opportunities
• Safety and values recognition programs
• Quarterly wellness incentives
• Exercise subsidy program ($25/month)
• Years-of-service recognition programs
• Drug-free, safety-focused workplace

Salary Range: $80,000 - $90,000 DOE

Essential Functions:

• Leads, coaches, and manages a distributed team of Rental Project Coordinators across branches and regions.
• Sets clear performance expectations, workload priorities, coverage plans, and accountability standards for the RPC team.
• Provides onboarding, training, mentoring, and development support for RPC team members.
• Oversees full lifecycle coordination of rental projects, including order setup, scheduling, relocations, pickups, off-rents, closeouts, and documentation control.
• Ensures consistent execution of subcontractor scheduling, customer communication, project setup, changes, completion, and documentation management.
• Owns and reinforces standardized RPC workflows across branches to improve consistency, compliance, accuracy, and execution quality.
• Ensures adherence to contract, documentation, billing, job cost, purchase order, and compliance requirements.
• Maintains clean, consistent, and auditable project records across systems and branches, including support for public works or prevailing wage activity where applicable.
• Tracks and manages RPC productivity, project accuracy, completion timelines, error trends, escalation patterns, and compliance metrics.
• Uses data and follow-up to identify recurring issues, process gaps, training needs, and improvement opportunities.
• Partners with Sales on project initiation, project changes, and customer expectations.
• Partners with Operations teams on delivery execution, scheduling alignment, and issue resolution.
• Partners with Accounting on billing accuracy, job cost inputs, purchase orders, and financial tracking.
• Partners with IT / Systems on system performance, issue resolution, workflow improvements, tool adoption, and reduction of manual workarounds.
• Establishes and reinforces clear escalation pathways and resolves complex coordination issues that affect service, accuracy, or timing.

Non-Essential Functions:

• Supports special projects, reporting needs, process documentation, and other operational initiatives related to rental project coordination.
• Participates in cross-functional meetings, system improvement discussions, and branch support activities as needed.
• Performs other related duties as assigned.

Required Qualifications:

Education:

• High school diploma or equivalent required. Bachelor's Degree preferred.

Experience:

• 5-8+ years of experience in project coordination, operations support, administrative leadership, or related roles.
• Experience leading, coaching, or mentoring team members in a fast-paced, process-driven environment.
• Strong background in scheduling, documentation, workflow management, and operational coordination.
• Experience serving as a liaison between operations/business teams and IT, systems, or development teams preferred.
• Experience participating in process improvement, system enhancement discussions, user acceptance testing, or workflow redesign preferred.

Certifications/Licenses:

• No specific certification or license required.

Skills:

• Strong organizational, prioritization, and multitasking ability.
• High attention to detail and strong commitment to accuracy.
• Strong written and verbal communication skills.
• Process-oriented mindset with the ability to standardize work and reinforce accountability.
• Ability to manage competing priorities in a high-volume environment.
• Ability to clearly communicate business needs, workflow gaps, and process requirements to IT Development team.
• Strong systems thinking with the ability to identify root causes, dependencies, and downstream impacts.
• Ability to partner effectively with Sales, Operations, Accounting, IT / Systems, and branch leaders.

Preferred Qualifications:

• Experience working across multiple branches, functions, regions, or locations.
• Experience supporting rental, construction, modular structures, operations, logistics, or field-service environments.
• Experience using performance metrics, reporting, or workflow data to improve team execution and process consistency.

Working Conditions / Physical Requirements:

• Primarily works in an office or professional business environment, with regular use of a computer, phone, and business systems.
• May require occasional travel to branches, meetings, or company locations.
• May occasionally visit branch or operational environments where standard safety expectations apply.
• Must be able to sit, stand, walk, communicate, and use standard office equipment for extended periods.
• May occasionally lift or move typical office materials up to 25 pounds.

Tools / Technology Used:

• Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Company business systems used for rental project coordination, scheduling, documentation, billing inputs, purchase orders, and job cost information.
• Customer communication, reporting, workflow, and collaboration tools used by the business.
• Other systems, platforms, and technology adopted by the company to support rental execution and process consistency.

Supervisory Responsibilities:

• Yes. This role directly leads, coaches, and manages the Rental Project Coordinator team across branches and regions.
• The role may also provide process direction, workflow guidance, and accountability expectations to team members and cross-functional partners involved in rental project coordination.

Other Duties Disclaimer:

This job description may not contain a comprehensive listing of activities, duties, or responsibilities required. Duties may change at any time with or without notice.

Benefits:
Medical, Dental, Vision, 401(K), Charitable Donation Matching, Safety and Values Reward Programs, Community Involvement and Other Great Benefits of being a Pacific Mobile Employee.