Loaner Coordinator

Loaner Vehicle Coordinator

Ocean Mazda Roswell
Location: Roswell GA
Department: Service
Employment Type: Full-Time

About the Opportunity

Ocean Mazda Roswell is seeking an organized detail-oriented and customer-focused Loaner Vehicle Coordinator to manage the daily administration and control of the dealerships 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.

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 drivers 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.

Fleet Control & Accountability

The Loaner Vehicle Coordinator is expected to maintain accurate control of the dealerships loaner fleet at all times.

The Coordinator must be able to identify:

• Which vehicles are available
• Which vehicles are currently assigned
• The customer responsible for each assigned vehicle
• Expected return dates
• Current mileage and vehicle condition
• Vehicles requiring cleaning fuel maintenance or repair
• Vehicles that are overdue or otherwise require management attention

Any discrepancy involving a loaner vehicle customer documentation damage insurance accident missing vehicle overdue return or other significant concern must be reported to management immediately.

Qualifications

• Previous automotive dealership rental-car loaner-fleet service or customer-service experience preferred.
• 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.
• CDK or similar dealership-management-system experience preferred.
• Ability to follow established procedures consistently.
• Professional demeanor and appearance.
• Dependable attendance and punctuality.
• Valid drivers 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.

What Were Looking For

We are looking for someone who understands that managing a loaner fleet requires more than simply handing customers keys.

The successful candidate will be organized accountable proactive and detail-oriented and will take 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.

Benefits

Ocean Mazda Roswell offers eligible employees a competitive benefits package including:

• Medical dental and vision insurance
• 401(k)
• Paid time off
• Employee discounts
• Training and development opportunities
• Opportunities for advancement within Ocean Automotive Group

Join the Ocean Mazda Roswell Service team and grow with us.