Rental Car Coordinator

Apply Description The Rental Car Coordinator is responsible for managing the dealership’s rental vehicle fleet and ensuring customers receive a smooth, professional experience when utilizing a rental vehicle. This position coordinates rental reservations, vehicle assignments, check-ins and check-outs, vehicle availability, documentation, and communication with customers and the Service Department. The ideal candidate is organized, customer-focused, detail-oriented, and able to manage multiple priorities in a fast-paced automotive environment. Requirements Essential Duties and Responsibilities: · Coordinate rental vehicle reservations and assignments for service customers. · Greet customers and provide a professional, courteous rental experience. · Verify customer identification, driver’s license, insurance, and other required documentation. · Complete rental agreements, vehicle inspections, and required paperwork accurately. · Explain rental policies, vehicle features, fuel requirements, return procedures, and customer responsibilities. · Maintain accurate records of all rental vehicles, including availability, mileage, fuel levels, condition, and customer assignments. · Perform thorough vehicle walk-around inspections at check-out and return, documenting any existing or new damage. · Coordinate vehicle cleaning, fueling, and readiness between rentals. · Monitor the rental fleet and communicate vehicle availability or shortages to management. · Coordinate with the Service Department regarding repair status and anticipated rental needs. · Communicate with customers regarding rental extensions, vehicle returns, and changes to their service appointments. · Monitor rental agreements to ensure vehicles are returned on time. · Follow up on overdue rentals and escalate unresolved issues to management. · Coordinate vehicle exchanges, pickups, or deliveries when necessary. · Maintain organized records and ensure all rental documentation is complete and properly filed. · Process rental charges, deposits, and other applicable fees in accordance with company procedures. · Assist with insurance claims or damage documentation when necessary. · Ensure all rental vehicles are properly maintained, clean, and safe for customer use. · Report mechanical concerns, damage, accidents, or other vehicle issues immediately to management. · Follow all company policies, rental procedures, and applicable laws and regulations. · Maintain confidentiality of customer and company information. · Assist the Service Department and dealership team with other duties as assigned. Customer Service Responsibilities · Provide exceptional customer service throughout the rental process. · Maintain a positive and professional attitude, even when handling difficult customer situations. · Respond promptly to customer questions and concerns. · Clearly communicate rental policies and expectations to prevent misunderstandings. · Work closely with Service Advisors and management to ensure customers have transportation when needed. · Help resolve rental-related concerns quickly and professionally Qualifications · High school diploma or equivalent preferred. · Previous customer service, rental, automotive, dealership, or administrative experience preferred. · Valid driver’s license with an acceptable driving record. · Bilingual in English and Spanish is Preferred. · Strong organizational and time-management skills. · Excellent verbal and written communication skills. · Strong attention to detail and accuracy. · Ability to work independently while also functioning effectively as part of a team. · Ability to manage multiple customers, vehicles, and tasks simultaneously. · Basic computer skills and the ability to learn dealership and rental software. · Professional appearance and demeanor Physical Requirements · Ability to stand and walk for extended periods. · Ability to inspect and move around rental vehicles. · Ability to enter and exit vehicles repeatedly throughout the workday. · Ability to occasionally lift or carry items weighing up to approximately 25–50 pounds. · Ability to work indoors and outdoors in varying weather conditions. Performance Expectations The Rental Car Coordinator is expected to maintain a well-organized rental fleet, provide exceptional customer service, ensure accurate rental documentation, minimize vehicle downtime, and maintain effective communication between customers, the Service Department, and management.