Rental Project Administrator

At Trane TechnologiesTM and through our businesses including Trane® and Thermo King®, we create innovative climate solutions for buildings, homes, and transportation that challenge what's possible for a sustainable world. We're a team that dares to look at the world's challenges and see impactful possibilities. We believe in a better future when we uplift others and enable our people to thrive at work and at home. We boldly go.
Trane Technologies, the global leader in innovative climate solutions for a sustainable world, is looking for a Rental Project Administratorin our Upper Midwest Region(Chicago, Twin Cities, La Crosse, Madison, Milwaukee, Appleton, Fargo, and Sioux Falls). In this position you you will be responsible for running and managing a Rental Project from beginning to end which includes project documentation, materials, job costing, status monitoring, invoicing, and administrative closeout of each project. This position requires close interaction with an energetic group including the RAM (Rental Account Managers) and assigned team members to ensure the timely completion of each project, coordination, and communication with customers on project status and missing documentation, as well as processing and coordinating internal Trane claims by evaluation and qualifying requests, collecting information, and completing forms, responding to questions, and tracking progress. You will be required to closely interact with internal and external customers to ensure the timely completion of each project, to foster a positive culture.
This position is eligible for a hybrid work schedule (3 or more days onsite per week) based out of one of our Upper Midwest Offices.
Responsibilities:

• Coordinate with various team members for accurate and timely recording of project costs, including field labor and rental equipment, accessories, and materials.
• Responsible for all Region Rental Project Administration, including CRM (Customer Relationship Management) Opportunity Set-up, Estimation of project costs, new order entry, monthly order addendum entry and project invoicing and all general administrative functions to support the Rental Fulfillment process.
• Works closely with UMW Region Rental Account Managers to insure timely and accurate administration of each Rental Project.
• Manages and Issue field purchase orders (POs) and subcontracts to various vendors in support of the Rental Business
• Issue credits and re-invoicing of projects as necessary

Detailed Tasks

• Create Salesforce Oppys/build jobs in WorkSight
• Run the oppy/estimate through the pricing tool
• Request Credit Approval
• Transmit and transition WorkSight jobs into Salesforce
• Create work orders in Field Service to be used as the primary call supporting the Rental Sale
• Verify Customers have Transacting Accounts in Salesforce and are in good standing
• Work with team to clear past due Customer Account balances
• Request Credit limit increases as needed
• Submit Credit Applications for account setup as necessary
• Collect and Submit Tax Exempt Forms as needed
• Verify TRS costs and quantities of accessories and equipment are accurate and all items are listed on the BOL prior to Rental delivery
• Assure all costs hit the work order prior to invoicing the customer
• Confirm the purchase order provided covers the Rental billing amount
• Follow up with the customer for PO extensions or increases as necessary
• Assist RAM (Rental Account Manager) with calling Rental equipment off rent
• Provide clear communication between all involved parties
• Verify subcontractors are set up in Appruv and Peoplesoft
• Issue POs to Vendors for rental equipment and forklifts
• Issue subcontracts and POs to contractors subcontracted by Trane to assist with Rental job
• Update Rental equipment serial numbers as equipment is moved to correct locations
• Coordinate schedules with Trane resource coordinators, subcontractors and customers regarding startup, decommissioning, and service
• Track and record active and inactive Rental Jobs including rental equipment/material, customer, location, rental periods, costs and sell price
• Reconcile Rental jobs by verifying all costs have been applied to the work order
• Calculate Gross Margin percentages and log on report prior to job closeout
• Provide projected Rental billing for the following month to Lead ASMs (Area Service Manager) in each region by utilizing the Upcoming Billing Detail report in Tableau
• Review billing backlog and coordinate/communicate with RAM, technicians, customers, and claims team as necessary to resolve obstacles

Qualifications:

• One-year certificate from college or technical school; or three (3) plus years of related experience and/ or training; or equivalent combination of education and experience
• Participate in and contribute to lean improvements activities
• Must have effective communication skills, proactive approach with willingness to work independently and part of a team
• Proven experience prioritizing tasks to meet tight deadlines within a high-paced environment
• Familiarity with the operation of HVAC Systems preferred not required
• Flexibility to work overtime/ weekends, as required

We offer competitive compensation and comprehensive benefits and programs. We are an equal opportunity employer; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, pregnancy, age, marital status, disability, status as a protected veteran, or any legally protected status.
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