Rental Specialist - Bobcat of York

Crownstone Equipment is seeking an experienced Rental Specialist to lead the day-to-day operations of our equipment rental department at the branch. This position is ideal for a knowledgeable rental professional with experience in heavy equipment, construction equipment, or dealership operations who thrives in a fast-paced, customer-focused environment. The successful candidate will oversee rental transactions from start to finish, coordinate equipment availability, manage documentation and inventory, and serve as a trusted resource for customers and internal teams. This role requires exceptional organizational skills, sound judgment, and the ability to balance customer expectations with operational priorities.

Company Description

Crownstone Equipment, an affiliate of McGrew Management Company, is a leading dealership proudly representing premium brands such as Bobcat®, Toro®, Echo®, and Stihl®. With multiple locations across Pennsylvania (Reading, Lancaster, York) and Maryland (Frederick, Hagerstown), Crownstone is committed to delivering exceptional equipment, service, and customer support. Our team takes pride in professionalism, collaboration, and care — serving customers like family and building lasting partnerships in the construction and landscaping industries.

What McGrew Management Company Offers You

• A growing company with opportunities for career advancement
• Comprehensive medical benefits for full-time employees
• Dental, vision, life, and disability insurance for full-time employees
• 401(k) retirement plan with company match
• Paid holidays for full-time employees
• Paid time off for full-time and part-time employees
• Employee Assistance Program (EAP)
• Exclusive employee discounts & access to year-round employee merchandise store
• Supportive, team-oriented workplace culture
  
  
  

Role Description

The Rental Specialist is responsible for the daily operation and success of the branch rental department. This position oversees equipment rentals from reservation through return, ensuring equipment availability, accurate documentation, timely billing, and exceptional customer service. Working closely with the sales, service, and parts departments, the Rental Specialist coordinates equipment readiness, maintenance priorities, and fleet utilization to maximize customer satisfaction and rental revenue. The ideal candidate has previous dealership or heavy equipment rental experience, strong problem-solving abilities, and the confidence to make informed decisions in a fast-paced environment.

Essential Duties & Responsibilities

• Manage all aspects of the rental process, including reservations, contracts, check-outs, returns, extensions, exchanges, and equipment damage assessments.
• Coordinate rental fleet availability with service, parts, and yard personnel to ensure equipment is inspected, maintained, and ready for customer delivery.
• Ensure rental agreements, insurance documentation, waivers, and billing are completed accurately and in compliance with company policies.
• Monitor fleet utilization and equipment availability while identifying opportunities to maximize rental revenue.
• Build and maintain strong customer relationships by providing knowledgeable equipment recommendations and outstanding service.
• Resolve customer concerns and rental-related issues professionally while balancing customer satisfaction with company policies.
• Communicate proactively with customers regarding equipment availability, delays, maintenance schedules, and contract changes.
• Maintain accurate inventory records and assist with fleet audits, transfers, and equipment tracking.
• Identify opportunities to convert rental customers into equipment sales by partnering with the sales team.
• Stay current on rental fleet specifications, manufacturer updates, pricing, and industry trends.
• Cross-train and provide support to the Parts and Service Departments as business needs require.
• Assist with opening and closing branch operations as assigned.
• Perform all other duties as assigned.
  
  
  

Educational & Experience Requirements

• High school diploma or equivalent.
• Three (3) or more years of experience in equipment rental, heavy equipment, heavy equipment, construction equipment, dealership operations, or related industry required.
• Demonstrated experience managing rental agreements, fleet utilization, equipment scheduling, and customer accounts.
• Strong understanding of rental contracts, insurance requirements, equipment inspections, and billing processes.
• Excellent customer service, communication, negotiation, and problem-solving skills.
• Strong computer proficiency with dealership management systems, rental software, and Microsoft Office.
• Ability to prioritize multiple projects while maintaining exceptional attention to detail.
  
  
  

Preferred Qualifications

• Experience with Bobcat®, Toro®, Echo®, Stihl®, or similar equipment lines.
• Experience using dealership management or rental management software.
• Knowledge of fleet management, equipment transportation logistics, and rental utilization strategies.
• Understanding of equipment maintenance scheduling and operational readiness.
  
  
  

Essential Physical Requirements

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, sit, use hands to finger, handle or feel and reach with hands and arms. The employee must occasionally lift and/or move up to twenty-five (25) pounds and may infrequently lift and/or move up to fifty (50) pounds. Specific vision abilities required of this job include close vision, distance vision, color vision and peripheral vision.

Note: This position is considered safety sensitive.

Equal Employment Opportunity

McGrew Management Company and its affiliates provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.