Loaner Admin

Volkswagen•Indianapolis, IN

3d•Onsite

About The Position

The Loaner Fleet Administrator is responsible for overseeing the daily operation of the dealership's courtesy transportation program while providing administrative support to the Service Department. This position manages a fleet of approximately 45–50 loaner vehicles, ensuring vehicles are available, properly maintained, accurately tracked, and delivered in a professional manner. The Loaner Fleet Administrator also plays an important role in enhancing the customer experience by conducting post-service follow-up calls and supporting the service team's daily operations.

Requirements

High school diploma or equivalent.
Valid driver's license with an acceptable driving record.
Strong organizational and time management skills.
Excellent customer service and communication skills.
Ability to multitask in a fast-paced dealership environment.
Basic proficiency with Microsoft Excel and computer applications.
Professional appearance and positive attitude.
Criminal background screening
Motor vehicle record review
Social Security verification
Drug screening

Nice To Haves

Previous automotive dealership or service department experience.
Customer service or hospitality experience.
Familiarity with dealership management systems.
Experience managing vehicle inventory or fleet operations.

Responsibilities

Manage the daily operation of a 45–50 vehicle loaner fleet.
Schedule, assign, and process all loaner vehicle check-outs and returns.
Verify customer eligibility and complete all required loaner documentation.
Track each vehicle's location, mileage, fuel level, condition, maintenance status, and expected return date.
Conduct vehicle walk-arounds during check-in and check-out, documenting any damage.
Ensure all loaner vehicles are clean, fueled, properly maintained, and ready for customer use.
Coordinate vehicle maintenance, detailing, inspections, recalls, and repairs to minimize downtime.
Monitor fleet utilization and communicate availability with Service Advisors and management.
Deliver a welcoming and professional experience throughout the loaner process.
Clearly explain loaner vehicle policies and expectations.
Conduct customer experience follow-up calls after vehicle repairs to ensure customer satisfaction, answer questions, and identify opportunities for service recovery.
Document customer feedback and communicate concerns to dealership leadership.
Help support dealership Customer Satisfaction (CSI) objectives.
Maintain accurate loaner logs, spreadsheets, and electronic records.
Assist with answering incoming service department phone calls.
Complete administrative tasks supporting daily service operations.
Ensure all paperwork is accurate, complete, and submitted promptly.
Safely move customer, loaner, and dealership vehicles throughout the property.
Assist with staging vehicles for customer delivery and pickup.
Maintain organization of the loaner fleet and parking areas.
Support the service team with additional operational duties as assigned.