Loaner Car Coordinator / Service Receptionist

Westbury Jeep Chrysler Dodge Inc•Westbury, NY

1d•$18 - $24•Onsite

About The Position

We are seeking a highly organized, customer-focused Loaner Car Coordinator / Service Receptionist to support our busy service department. This position combines fleet management responsibilities with front-line customer service duties and is ideal for someone who enjoys working with customers while maintaining accurate records and administrative processes.

Requirements

Automotive dealership experience preferred
Service receptionist or customer service experience preferred
Fleet management or loaner vehicle coordination experience a plus
Administrative or office support experience
Experience handling multi-line phone systems preferred
Outstanding customer service skills
Professional appearance and demeanor
Strong organizational and time-management skills
Exceptional attention to detail
Excellent verbal and written communication skills
Ability to multitask in a fast-paced environment
Strong problem-solving abilities
Team-oriented mindset with the ability to work independently
Computer proficiency and experience maintaining accurate records

Responsibilities

Maintain accurate registration, inspection, and fleet records for all loaner vehicles.
Ensure continuous availability of vehicles for customer loan purposes.
Monitor vehicle condition and coordinate repairs and scheduled maintenance.
Conduct routine inspections to ensure all vehicles are properly maintained and ready for use.
Maintain accurate records within the TSD Fleet Management System.
Reconcile fleet records and vehicle inventories monthly.
Ensure all loaned vehicles have current and accurate loaner agreements.
Review open loaner contracts daily and monitor agreement durations.
Provide weekly aged-contract reports to management.
Support warranty reimbursement tracking and reporting.
Maintain documentation required for compliance and reimbursement purposes.
Coordinate loaner vehicle assignments and returns.
Assist VIP customers with vehicle drop-offs and pick-ups when needed.
Ensure all vehicles are cleaned, sanitized, and prepared before each customer use.
Manage toll violations and parking tickets associated with loaner vehicles.
Follow up on outstanding balances and ensure timely resolution.
Greet service customers in a friendly, professional, and welcoming manner.
Answer and direct incoming phone calls efficiently.
Schedule and confirm service appointments.
Assist customers with service check-in and direct them to the appropriate service advisor.
Maintain accurate customer information and service records.
Communicate effectively with service advisors, technicians, and management.
Monitor customer waiting areas to ensure a positive guest experience.
Handle customer inquiries and route concerns to the appropriate department.
Process paperwork, filing, scanning, and general administrative duties.
Assist with cashiering functions and payment processing when needed.
Support the service department with daily operational and clerical tasks.
Maintain a clean, organized, and professional reception area.