Loaner Car Coordinator

Position Summary

The Loaner Car Coordinator is responsible for managing the dealership's loaner vehicle fleet, ensuring exceptional customer service during the check-in and check-out process, and maintaining accurate records of all loaner vehicle usage and inventory. This role requires strong organizational skills, attention to detail, and a commitment to providing a seamless experience for service customers.

Key ResponsibilitiesFleet Management and Maintenance

• Maintain the loaner vehicle inventory, ensuring an adequate supply of clean and well-maintained vehicles is available for customers.
• Coordinate with the Service and Detail departments to ensure vehicles are properly inspected, fueled, and cleaned before being issued.
• Monitor vehicle mileage and condition, scheduling routine maintenance and repairs as needed.
• Track and report on vehicle damage, working with the appropriate parties for repair and billing.
• Ensure all loaner vehicles are properly registered, insured, and adhere to all dealership and regulatory requirements.
• Track loaner vehicle aging and mileage per OEM guidelines and retire vehicles as they meet the criteria.
• Report loaner car fleet status weekly to the Dealership Management team, including open contracts with dates and status of customer vehicles.

Customer Service and Administration

• Manage the check-in and check-out process for all loaner vehicles, accurately completing all required paperwork and agreements with the customer.
• Explain loaner car policies, terms, and conditions clearly to customers.
• Collect necessary documentation (driver's license, insurance, etc.) and verify customer eligibility. Drivers must be 21 years of age or older with valid and a valid credit or debit card.
• Answer customer questions regarding the loaner program in a professional and courteous manner.
• Maintain accurate electronic and physical records of loaner agreements, vehicle logs, and damage reports.
• Ensure every vehicle has a proper electronic contract in the loaner car system software that is signed by the customer.

Operational Duties

• Utilize the dealership's management system to track loaner vehicle assignments, availability, and movement.
• Work closely with Service Advisors to forecast loaner vehicle demand and manage scheduling.
• Conduct regular physical inventories of the loaner fleet.
• Process and file accident reports or insurance claims related to loaner vehicle incidents.

Additional Responsibilities

• Assist Service Department with record keeping, filing, scanning, and other administrative functions as needed.
• Field inbound phone calls to provide information to customers and set appointments as needed.

QualificationsEducation and Experience

• Experience in a similar customer service position, preferably in the automotive industry.

Skills and Abilities

• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency in basic computer applications (e.g., Microsoft Office Suite).
• Ability to work independently and as part of a team in a fast-paced environment.
• Must possess a valid driver's license and a clean driving record.

Reporting Structure

This position reports directly to the Service Manager.

Working Conditions

This role is primarily performed in an office and service department environment, with occasional time spent outdoors coordinating vehicle movement. Occasional lifting of light materials may be required.

Pay: From $15.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Vision insurance

Work Location: In person