BMW Service Greeter / Appointment & Loaner Coordinator

Bill Pearce Motors•Reno, NV

1d•Onsite

About The Position

At Bill Pearce BMW, exceptional customer service begins the moment a customer arrives. We are looking for a friendly, professional, organized, and customer-focused individual to join our Service Department as a BMW Service Greeter / Appointment & Loaner Coordinator. This is a unique position combining customer-facing service-drive responsibilities with appointment coordination, loaner fleet management, customer communication, and administrative support. The ideal candidate enjoys working with people, is comfortable communicating by phone and in person, stays organized in a busy environment, and can transition easily between customer service and administrative responsibilities throughout the day. Bilingual English/Spanish is preferred.

Requirements

Friendly, professional, and customer-focused personality.
Excellent verbal communication skills.
Strong organizational and multitasking abilities.
Attention to detail and accuracy.
Comfortable communicating with customers by telephone, text, email, and in person.
Comfortable working with computers and learning dealership software systems.
Ability to remain professional and organized in a fast-paced environment.
Ability to transition between customer-facing and administrative responsibilities throughout the day.
Dependable attendance and punctuality.
Professional appearance and demeanor.
Ability to work effectively as part of a team.
Valid driver's license and acceptable driving record required due to responsibilities involving BMW loaner and dealership vehicles.

Nice To Haves

Bilingual English/Spanish preferred.
Previous automotive dealership, service department, BDC/call center, receptionist, rental-car, hospitality, or administrative experience is preferred but not required for the right candidate.

Responsibilities

Greet BMW service customers promptly, professionally, and courteously as they arrive at the dealership.
Create a welcoming first impression and provide the level of customer service expected from the BMW brand and Bill Pearce Motors.
Identify arriving customers and verify their scheduled service appointments.
Assist with managing customer and vehicle flow through the service drive during busy arrival periods.
Direct customers to the appropriate Service Advisor and communicate relevant appointment information to the advisor.
Verify customer contact information, transportation needs, appointment details, and other relevant information.
Assist customers with basic questions and promptly connect them with the appropriate Service Advisor when additional assistance is needed.
Help ensure that customers are acknowledged quickly, even during high-volume service-drive periods.
Coordinate loaner vehicle reservations with scheduled service appointments.
Review upcoming appointments to identify customers requiring loaner vehicles.
Monitor daily and future loaner vehicle availability.
Assist with loaner vehicle check-out and return procedures.
Maintain accurate records of loaner assignments, expected returns, and vehicle availability.
Identify potential loaner shortages or scheduling conflicts in advance and communicate them to Service Advisors and management.
Help ensure returned loaner vehicles are processed promptly and made available for the next customer.
Assist in maintaining an organized, efficient, and customer-friendly loaner process.
Schedule, confirm, reschedule, and update BMW service appointments.
Assist customers by telephone, text, email, and in person.
Make outbound calls as needed to confirm appointments or obtain necessary customer information.
Maintain accurate customer and appointment information in dealership systems.
Coordinate with Service Advisors and the Service Call Center regarding appointment availability, transportation requirements, customer requests, and schedule changes.
Help identify scheduling issues before they affect the customer's visit.
Provide professional and courteous communication during every customer interaction.
Filing completed service documents and records.
Scanning service records and other dealership documentation.
Reviewing scanned documents to ensure they are complete and legible.
Properly organizing and electronically storing documents.
Retrieving service documentation when requested.
Maintaining organized service records and files.
Completing reports, forms, and other administrative tasks as assigned.
Providing additional administrative support to the Service Department and Service Call Center as needed.