Loaner Coordinator

Ocean Mazda Roswell•Roswell Township, SD

4d•Onsite

About The Position

Ocean Mazda Roswell is seeking an organized, detail-oriented, and customer-focused Loaner Vehicle Coordinator to manage the daily administration and control of the dealership's loaner vehicle fleet. This position is responsible for ensuring loaner vehicles are properly documented, assigned, tracked, inspected, maintained, and returned in accordance with company procedures. The Loaner Vehicle Coordinator works closely with customers, Service Advisors, Service Management, Accounting, and other dealership personnel to maintain accurate records and ensure loaner vehicles remain available and properly controlled. The ideal candidate is highly organized, comfortable working with customers, and able to consistently follow established procedures.

Requirements

Strong organizational and administrative skills.
Excellent attention to detail and recordkeeping.
Strong customer-service and communication skills.
Ability to manage multiple vehicles and customer transactions simultaneously.
Comfortable using computers and dealership systems.
Ability to follow established procedures consistently.
Professional demeanor and appearance.
Dependable attendance and punctuality.
Valid driver's license with an acceptable driving record required.
Must be comfortable safely operating and parking a variety of vehicles.
Must be able to meet applicable pre-employment requirements.

Nice To Haves

Previous automotive dealership, rental-car, loaner-fleet, service, or customer-service experience preferred.
CDK or similar dealership-management-system experience preferred.
Organized, accountable, proactive, and detail-oriented.
Takes ownership of ensuring every loaner vehicle and agreement is properly tracked from the time the vehicle leaves the dealership until it is returned.
Strong follow-up is essential for this position.

Responsibilities

Coordinate the daily assignment and return of dealership loaner vehicles.
Maintain accurate records of all loaner vehicles, including vehicles currently assigned to customers and vehicles available for use.
Prepare and complete required loaner agreements and related documentation.
Verify required customer information prior to releasing a loaner vehicle, including a valid driver's license, proof of insurance, and other documentation required by company policy.
Obtain required customer signatures and acknowledgments.
Ensure required payment or credit-card information is properly obtained and processed in accordance with company procedures.
Document vehicle mileage, fuel level, condition, and existing damage at check-out and return.
Conduct or coordinate vehicle walk-around inspections before and after each loaner assignment.
Photograph and document vehicle condition when required.
Immediately report newly identified vehicle damage, accidents, insurance concerns, or other incidents to management.
Monitor outstanding loaner vehicles and proactively contact customers regarding overdue returns.
Maintain a daily loaner vehicle log and ensure the status and location of every loaner vehicle can be identified.
Coordinate loaner availability with Service Advisors and Service Management.
Communicate with customers regarding loaner vehicle policies, return expectations, fuel requirements, mileage limitations, tolls, citations, and other applicable requirements.
Track and assist with the administration of tolls, parking citations, traffic violations, fuel charges, damage charges, or other customer-responsible expenses in accordance with company policy.
Ensure returned loaner vehicles are inspected and prepared for the next customer.
Coordinate cleaning, fueling, maintenance, and repairs of loaner vehicles.
Monitor mileage and maintenance requirements for the loaner fleet.
Remove vehicles from loaner availability when maintenance, repairs, registration, insurance, safety, or other concerns require the vehicle to be taken out of service.
Maintain loaner agreements, inspection records, supporting documentation, and other required records.
Assist management with periodic audits of the loaner fleet and loaner documentation.
Identify missing documentation, overdue vehicles, recurring damage, excessive mileage, or other concerns and immediately escalate them to management.
Maintain professional and courteous communication with customers at all times.
Protect confidential customer information and payment information.
Follow all dealership policies, safety procedures, and loaner vehicle administration requirements.
Perform other duties as assigned by Service Management.