Loan Desk Coordinator

Fletcher Jones Automotive•Santa Monica, CA

8d•Onsite

About The Position

At BMW of Santa Monica our mission is to deliver a world class guest experience through the pursuit of excellence. It is this journey, fueled by innovation and integrity, that has led us to be a part of the nation’s #1 family-owned automotive group. We are seeking a Loan Desk Coordinator to join our team. As a Loan Desk Coordinator, you will play an important role in supporting our Service Department and providing our guests with a smooth, efficient loan car experience. You will coordinate the day-to-day activity of our loaner fleet, including vehicle assignments, check-outs and returns, while helping ensure vehicles are ready when needed and customers spend less time waiting. This role is ideal for someone who is organized, detail-oriented, customer-focused, and comfortable managing multiple priorities in a fast-paced dealership environment.

Requirements

Strong organizational skills with the ability to manage multiple reservations, vehicles, and competing priorities in a fast-paced environment.
Excellent customer service and communication skills with a professional, helpful approach to guest interactions.
Strong attention to detail when reviewing agreements, documentation, vehicle condition, and fleet records.
Ability to anticipate scheduling or availability issues and communicate changes promptly to customers and dealership personnel.
Dependable and accountable, with the ability to follow established procedures and maintain accurate records.
Comfortable working collaboratively with Service Advisors, Porters, management, and other dealership team members.
Valid driver’s license and ability to meet dealership and insurance requirements.

Responsibilities

Coordinate daily loaner vehicle reservations, assignments, check-outs, returns, and availability to support Service Department operations.
Ensure loan car agreements, insurance information, required documentation, and signatures are accurate and complete before releasing vehicles.
Explain loan car policies, return requirements, fuel or charging expectations, and customer responsibilities while providing professional guest service.
Inspect and document vehicle condition at check-out and return, promptly identifying and reporting damage, missing equipment, maintenance needs, or other concerns.
Coordinate with Porters and other dealership personnel to ensure loaner vehicles are clean, fueled or charged, properly staged, and ready for customers.
Monitor reservations, expected returns, extensions, vehicle locations, and fleet availability to minimize customer wait times and maximize vehicle utilization.
Process returned vehicles and completed agreements promptly, update vehicle status, and coordinate vehicles requiring maintenance or repair.