Rental Coordinator

Graff Chevrolet of Bay City•Bay City, MI

24d

About The Position

This multi-functional administrative role supports the daily operations of the service department through warranty administration, customer scheduling, rental fleet management, and general office support. The position involves answering customer inquiries, coordinating service appointments and rental vehicles, processing warranty claims, maintaining accurate records, and assisting service advisors, technicians, and managers. The ideal candidate is organized, customer-focused, detail-oriented, comfortable in a fast-paced environment, and committed to delivering an exceptional customer experience.

Requirements

Excellent customer service and communication skills.
Strong organizational and time-management abilities.
Ability to multitask and prioritize in a fast-paced environment.
Proficiency with computer software, dealership management systems, and Microsoft Office applications.
Typing skills at or above average words-per-minute proficiency.
Strong attention to detail and accuracy.
Ability to learn and follow OEM warranty policies and procedures.
Professional demeanor when interacting with customers, technicians, vendors, and coworkers.
Ability to work independently and contribute as part of a team.

Nice To Haves

Previous experience in a dealership service department, warranty administration, service scheduling, or rental coordination.
Familiarity with General Motors warranty systems and processes.
Experience with dealership management software such as CDK, Reynolds & Reynolds, Dealertrack, or similar platforms.
Understanding of automotive repair orders, labor operations, and service department workflows.

Responsibilities

Answer incoming phone calls professionally and courteously.
Schedule service appointments and accurately document customer concerns and requests.
Provide customers with information about services, vehicle status, rental availability, and dealership policies.
Conduct follow-up calls, emails, or texts after service visits to confirm satisfaction and address concerns.
Maintain positive customer relationships and promote customer retention.
Create, process, submit, and close warranty repair orders according to GM and dealership guidelines.
Review repair orders for accuracy, completeness, and compliance before submitting claims.
Monitor warranty claims through payment and make corrections or resubmissions as needed until payment is received from the OEM.
Track outstanding warranty claims and maintain supporting documentation.
Communicate with technicians, advisors, and management about coding, labor operations, and repair documentation.
Assist with internal repair orders and ensure accurate bookkeeping and record retention.
Schedule and coordinate customer rental vehicles.
Check rental vehicles in and out and obtain required customer information and documentation.
Inspect rental vehicles before and after use and document their condition.
Monitor rental vehicle availability, maintenance status, fuel levels, and cleanliness.
Maintain rental agreements, logs, and related records, and address customer questions or concerns about rentals.
Maintain accurate digital and physical filing systems.
Process and organize service, warranty, rental, and departmental paperwork.
Enter and update information in dealership management software and OEM systems.
Assist with reports, audits, and record-retention requirements.
Provide administrative support to service advisors, technicians, and managers as needed.
Perform other clerical and administrative duties assigned by management.