Rental Administration Assistant

hace 6 días

Medellín, Antioquia, Colombia Ottomatik A tiempo completo

Hi there We are South and our client is looking for a Rental Administration Assistant

Note To Applicants

  • Eligibility: This position is open to candidates residing in Latin America.
  • Application Language: Please submit your CV in English. Applications submitted in other languages will not be considered.
  • Professional Presentation: We encourage you to showcase your professional experience by including a Loom video in the application form. While this is optional, candidates who provide a video presentation will be given priority.
  • Note: If you're hired for this role, you may be asked to update your LinkedIn profile :)

Role Overview
The Rentals Administration Coordinator provides administrative and documentation support to the Rentals team, working closely with Rental Representatives, Project Managers, and the Rentals Admin Manager. This role is responsible for ensuring all rental projects have accurate contracts, insurance documentation, reports, and compliance paperwork completed on time prior to shipment.

Key Responsibilities

  • Review incoming requests from Project Managers and Rental Representatives, confirming details and completeness before proceeding
  • Prepare, issue, and manage rental contracts, including payment schedules and required approvals
  • Coordinate Certificates of Insurance (COIs) with internal teams, brokers, and clients, ensuring all requirements are met prior to shipment
  • Upload, track, and maintain executed contracts and insurance documents within SharePoint and internal systems
  • Build and maintain scheduled reports to confirm that all upcoming shows have proper documentation in place
  • Identify projects requiring additional documentation based on value thresholds or outdoor requirements
  • Create and update customer records in internal systems, coordinating with Accounting as needed
  • Prepare and provide client-facing documentation such as manifests and health & safety paperwork when required
  • Compile health & safety documentation for international tours, including collecting technical drawings, certifications, and compliance forms
  • Maintain organized digital folders and documentation records to support audits and internal reviews
  • Follow established processes and workflows consistently, escalating questions or improvement suggestions to the manager

Must Haves

  • Experience in administrative, operations, rentals, logistics, or project support roles
  • Strong attention to detail and accuracy when managing contracts and documentation
  • Ability to manage multiple requests and deadlines in a fast-paced environment
  • Proficiency with Microsoft Office tools, especially Excel, Word, and SharePoint
  • Strong organizational and time-management skills
  • Clear written and verbal communication skills
  • Ability to follow structured processes and procedures consistently

Nice to Haves

  • Experience working with contracts, insurance documentation, or compliance-related paperwork
  • Familiarity with ERP, CRM, or order management systems
  • Experience supporting project managers or client-facing teams
  • Exposure to international documentation or health & safety requirements

Personal Attributes

  • Self-motivated and accountable, with the ability to work independently
  • Collaborative communicator who values teamwork
  • Quality-focused with a strong sense of ownership
  • Comfortable multitasking and adapting to changing priorities

USA Time Zone
Compensation: $1,500 - 1,900 USD/Month
If this opportunity sounds good to you,
send us your resume

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