Dealer Communication Coordinator

Allied Solutions•Dakota Dunes, SD

9d•Onsite

About The Position

The Dealer Communication Coordinator is responsible for dealer performance, relationships, and collecting funds associated with refund cancellations. The role focuses primarily on external communications with clients and dealers and refund collection from dealerships. It involves gathering proceed-level data, monitoring the performance of assigned dealers or dealer networks, and collaborating with client Dealer Relationship Managers to report escalations. The coordinator represents Allied Solutions and its clients in ongoing dealer relationships, educates dealers about the Refund Plus program and their responsibilities, and follows up to monitor dealer performance. The position includes maintaining data and databases; handling dealer communications and refund recovery; researching cancellation and refund issues; supporting process improvements and testing; and ensuring compliance with state requirements related to product cancellations and the flow of funds. The coordinator uses multiple systems and Microsoft platforms to document work, investigate outstanding refunds, communicate with dealers and lenders, and keep information accurate. Other projects and duties may be assigned.

Requirements

High school diploma or GED.
3–4 years of work-related experience.
Access to outside programming systems for documentation, including examples such as the RFP program, Cox Automotive, and client documentation programs used to obtain product contracts.
Experience with Microsoft Office, including Excel and Power BI.

Nice To Haves

Associate’s degree, vocational training, or technical training.

Responsibilities

Enter data into technology platforms, document cancellation refund outcomes, review intake materials for accuracy, and maintain dealer contact information.
Monitor and analyze dealer performance, including recovery rates, outstanding funds, communication patterns, and behavioral trends.
Attend internal and external meetings and collaborate with other process areas and clients to support quality and efficiency.
Update systems with information received from dealers, providers, and lenders; participate in program testing and demonstrations with development teams.
Investigate outstanding refunds using reports and communicate with lenders and dealers by email or phone to obtain refund information.
Pursue dealer recovery persistently, prioritizing specific lenders and building relationships with dealers.
Process dealer and provider email responses and keep refund information current across programs and systems.
Handle incoming dealer customer-service calls through AWS and aim to resolve issues in one call.
Research dealers and providers to identify low-performing dealers and prioritize outstanding refunds by amount owed.
Track dealer recovery statistics and provide them to management and field teams when requested.
Ensure compliance with state requirements related to product cancellations and the flow of funds.
Navigate multiple systems and formats to support accurate and efficient fund flows between internal areas.
Develop and brainstorm process and procedure improvements.
Investigate refund and quote statuses to support accurate consumer refunds and compliance with state regulations.
Research product contract language and secondary technology platforms to resolve product cancellations and pending cancellations.
Research refund and quote information, identify errors and corrections in the flow of funds, and communicate findings to internal and external stakeholders.
Research refunds, enter check and refund information into accounting programs, contact lenders for check information, and investigate client credits for process-based errors.
Complete other special projects and duties as assigned.