Dealer Communication Coordinator

Allied Solutions LLC•Dakota Dunes, SD

10d•Onsite

About The Position

The Dealer Communication Coordinator is responsible for dealer performance, relationships, and collection of funds associated with refund cancellations. The role focuses primarily on external communications with clients and dealerships and refund collection, including gathering proceed-level data and monitoring the overall performance of assigned dealers or dealer networks. The coordinator may collaborate with client Dealer Relationship Managers to report escalations. The coordinator maintains ongoing dealer relationships while representing Allied Solutions and its clients. Responsibilities also include educating dealers about the Refund Plus program and their responsibilities in the process, and consistently following up on and monitoring dealer performance. The role includes data entry and database maintenance, dealer communications and problem solving, refund and contract research, and process improvement. The coordinator uses multiple technology platforms and Microsoft tools to document and research cancellations, communicate with dealers and lenders, investigate outstanding refunds, support accurate fund flows, and help ensure compliance with state requirements. Other special projects and duties may be assigned.

Requirements

High school diploma or GED required.
3–4 years of work-related experience required.
Access to outside programming systems is needed for documentation work, 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 preferred.

Responsibilities

Enter data into technology platforms to support automated processing and maintain accurate system records.
Document cancellation refund processes through denial or disbursement of funds.
Review intake materials processed by other parties for accuracy.
Monitor and analyze dealer performance, including recovery rates, outstanding funds, and communication patterns.
Collect, maintain, and enter dealer contact information; document behavioral patterns to support improved performance.
Attend internal and external meetings, including meetings via Teams or in-office, to collaborate on coordinator processes.
Collaborate with other process areas and external clients to support quality and efficient procedures.
Update programs with accurate information obtained from dealers, providers, or lenders.
Participate in program testing with development teams and dealer recovery enhancement testing and demonstrations.
Use Microsoft platforms and other systems to record information obtained through dealer emails and phone calls.
Investigate outstanding refunds using reporting tools and contact lenders and dealers by email or phone to obtain refunds.
Conduct dealer recovery follow-up, prioritizing specified lenders and building relationships with dealers.
Process dealer and provider email responses to obtain refund information and keep systems up to date.
Handle incoming dealer customer service calls through AWS and resolve calls at first contact when possible.
Research dealers and providers across systems to identify low-performing dealers and prioritize outstanding refunds by amount owed.
Track dealer recovery statistics and provide them to management and field personnel when requested.
Ensure compliance with state requirements related to product cancellations and the flow of funds.
Navigate multiple systems and programs to support accurate and efficient processing 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 to resolve product cancellations.
Review secondary technology platforms to research and clear pending cancellations.
Research refund and quote information, identify errors or corrections in fund flows, and communicate findings to internal and external parties to address client issues.
Research refunds and enter check or refund information into accounting programs; contact lenders for check information and research client credits for process-related errors.
Perform other special projects and duties as assigned.