Crownstone Equipment is seeking an organized and customer-focused Rental Coordinator to oversee the daily rental operations at our branch locations. This role is perfect for someone who enjoys managing equipment logistics, ensuring accurate documentation, and helping customers get the right equipment when they need it. The Rental Coordinator will coordinate equipment rentals, returns, and maintenance priorities while supporting sales and service teams to keep operations running smoothly. If you are detail-oriented, proactive, and thrive in a fast-paced environment, we’d love to hear from you.
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 (Adams County, 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 Coordinator manages the day-to-day operations of the branch rental department. This role involves processing rental agreements, coordinating equipment check-ins and checkouts, maintaining accurate records, and collaborating with shop and yard personnel to prioritize rental needs and maintenance. The ideal candidate is organized, customer-focused, and comfortable managing multiple tasks while supporting both customers and internal teams.
Key Responsibilities
- Process rental agreements, check-ins, checkouts, swaps, rental returns, and damages accurately and efficiently.
- Bill all rentals completely and correctly.
- Collaborate with shop and yard personnel to prioritize rental equipment needs and required maintenance.
- Manage physical inventory and ensure rental equipment is properly accounted for.
- Refer new accounts or potential opportunities to sales representatives.
- Make realistic commitments to customers and communicate proactively if deviations occur.
- Prepare rental contracts, ensuring all documentation and insurance coverage is complete prior to equipment rental.
- Work with rental & sales representatives and branch management to fill rental orders and support equipment sales.
- Stay knowledgeable about all equipment available for rent and any changes or updates.
- Ability to cross-train to support Branch Parts Counter and Service duties as needed.
- Open the branch daily for business (M–F, 7:00 a.m.–5:00 p.m.) and perform all other duties as assigned.
Required Qualifications
- High school diploma or equivalent.
- At least 1 year of related service support or rental coordination experience.
- Strong organizational, communication, and customer service skills.
Preferred Qualifications
- Experience in heavy equipment or construction equipment rental operations.
- Familiarity with rental management software or dealership systems.
- Ability to support cross-functional operations including sales, service, and parts departments.
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 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.
