Business Administrator
About Griffin Fluid Management
Founded in 1934 and headquartered in Houston, Texas, Griffin Fluid Management is an industry-leading provider of dewatering, groundwater control, and fluid management solutions. We specialize in pump rental, pipeline hydro testing, water treatment, and temporary pumping solutions for large-scale civil, infrastructure, industrial, power, and commercial construction projects. Our reputation is built on distinctive design, engineering, permitting, and system installation services, backed by an extensive fleet of specialized pumps and equipment.
We succeed through an unwavering commitment to our core values, continuous process improvement, and our most valuable asset—our empowered, knowledgeable, and dedicated team members. We build lasting relationships with clients and stakeholders through integrity, respect, and exceptional performance on every project.
Role Overview
Join our Midland, Texas branch as a Business Administrator and play a vital role in supporting our rental operations. This position is central to managing incoming inquiries, generating rental contracts, and coordinating equipment maintenance. You'll be the organizational backbone of our rental department, working closely with sales, service, and logistics teams to ensure seamless operations and exceptional customer service.
Key Responsibilities
- Monitor rental equipment utilization in partnership with branch management to maximize fleet efficiency
- Manage rental contract start and stop dates with accuracy and attention to detail
- Maintain equipment hours and records within the ERP system
- Coordinate equipment availability and status across all departments
- Maintain utilization spreadsheets to provide accurate, real-time equipment availability reports
- Communicate daily with the Service Department regarding equipment availability and repair status
- Generate repair orders and communicate repair bills and timelines to customers
- Oversee purchase orders for sub-rentals and freight logistics
- Coordinate and track rental drivers for equipment deliveries and pickups while maintaining accurate rental logs
- Create and manage rental agreements from initiation through completion
- Obtain and maintain current certificates of insurance from all customers
- File and organize customer insurance documentation for compliance and reference
- Arrange preventative and corrective service maintenance for rental equipment
- Review all rental contract-related reports in coordination with branch management
- Collaborate with service and sales departments on post-rental charges and billing discrepancies
- Add and update rental item codes in the ERP system
- Facilitate equipment transfers from Sales to Rental fleet inventory
- Assist Accounts Payable with sub-rental invoice discrepancies and reconciliation
- Oversee proper receiving and documentation of RPO/CVO fleet assets in the ERP system
- Partner with the Fleet Manager to provide equipment availability and specification information
- Communicate with other branch locations on inter-branch equipment moves and tracking
- Create customized rental reports for customers as requested
- Maintain and review all delivery and shipment paperwork
- Initiate repair orders on all returned rental equipment
- Document any equipment damage as advised by the service team
- Assist with parts inventory management and organization
- Purchase and receive parts on behalf of the service team
- Maintain records of all branch-level test certifications and compliance documentation
- Perform additional duties as assigned to support overall team objectives
Required Qualifications
- High School Diploma or GED equivalent
- Previous experience in a sales, customer service, or administrative environment
- Proven ability to build strong rapport with staff and customers
- Professional phone demeanor and communication skills
- Strong written and oral communication abilities
- Self-motivated with the ability to organize work independently and manage multiple priorities
- Intermediate computer skills including Microsoft Word, Excel, and data entry
Nice-to-Have Skills
- Experience with ERP systems or enterprise software
- Knowledge of equipment rental or construction industry operations
- Experience with contract management or administrative coordination
- Familiarity with insurance documentation and compliance requirements
Physical Demands
- Ability to occasionally push or pull up to 50 pounds
- Adequate hearing and vision abilities
- Ability to tolerate prolonged sitting and/or standing throughout the workday
What We Offer
- Competitive compensation package
- Comprehensive health, dental, and vision insurance coverage
- Health Savings Account (HSA)
- Short- and Long-Term Disability Insurance
- 401(k) retirement plan with company match
- Generous Paid Time Off and company holidays
Ready to Join Our Team?
If you're organized, detail-oriented, and excited about supporting a dynamic rental operations team, we'd love to hear from you. Apply today to become part of Griffin Fluid Management's growing success story.
