Service BDC/Rentals Associate
About The Position
At Coos Bay Toyota, a member of the Teton Auto Group, the Service BDC / Rental Agent helps create an exceptional customer experience by coordinating service appointments, managing customer communications, and assisting customers with rental vehicle needs. The role connects customers with the service department and rental operations and also supports dealership administrative and cashiering activities. The position handles service inquiries and appointment scheduling across phone, text, email, and online channels; supports Service Advisors; manages rental reservations and vehicle readiness; prepares invoices; processes transactions; and maintains accurate records. The company describes its workplace as emphasizing respect, dignity, honesty, integrity, teamwork, creativity, and employee growth.
Requirements
- Excellent customer service and communication skills.
- Professional phone etiquette and confidence speaking with customers.
- Strong organizational and time-management abilities.
- Ability to multitask and prioritize in a fast-paced environment.
- Attention to detail and accuracy in documentation and invoicing.
- Ability to work cooperatively with multiple departments and team members.
- Basic computer proficiency and willingness to learn dealership software systems.
Nice To Haves
- Previous customer service, call center, rental, service, or dealership experience is preferred but not required.
Responsibilities
- Provide outstanding customer service using MAGIC principles and approved communication processes.
- Answer inbound service calls and assist customers with scheduling service appointments.
- Respond promptly to customer texts, emails, online messages, and service inquiries.
- Review service schedules for appointment availability, overbooking concerns, and parts-related issues.
- Assist Service Advisors by answering overflow calls and supporting appointment management.
- Provide accurate information about maintenance services, repairs, recalls, and pricing.
- Review manufacturer systems and resources for open recalls when applicable.
- Follow up with customers regarding previous service visits, declined services, maintenance reminders, recalls, and customer satisfaction surveys.
- Monitor and respond to online messaging platforms and service department communications.
- Collaborate with Service Advisors and Parts Advisors to identify appointment opportunities and customer needs.
- Manage rental reservations and scheduling.
- Complete rental agreements and collect accurate customer information.
- Conduct rental vehicle check-in and check-out inspections, including walk-arounds with customers.
- Ensure rental vehicles are clean, fueled, and available for delivery in a timely manner.
- Coordinate rental vehicle readiness with service and detail departments.
- Prepare rental invoices and assist customers throughout the rental process.
- Prepare accurate invoices for service, parts, detail, accessory, and rental transactions.
- Communicate with service personnel to resolve invoice questions or concerns.
- Post and reconcile internal transactions as required.
- Balance the cash drawer and verify payments and transactions at the close of business.
- Maintain accurate records and documentation.
- Support daily dealership operations and assist other departments as needed.
Benefits
- Medical, dental, and vision insurance
- 401(k) plan
- Paid time off and vacation
- Growth opportunities
- Paid training
- Employee vehicle purchase plans
- Long-term job security
- Health and wellness
- Discounts on products and services
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
